Virtual accountant

What it looks like day to day

The company gets a dedicated email address for invoices. Suppliers are told to send there, or mail is forwarded automatically — from that point on nobody handles attachments by hand. The system unpacks archives, separates several invoices inside one PDF and processes each on its own.

A few minutes later the invoice is waiting for review, with the supplier, line items, VAT rates and assigned dimensions already in place. The accountant looks at what has been flagged and approves.

Extraction that understands lines, not just the total

The header is only half the job. Ezura also reads every line: description, quantity, unit, price, discount and VAT rate. So what reaches your accounting system is not one lump sum but a document with the same structure it arrived in.

Different suppliers print the same thing differently — fuel stations, telecoms, retail chains and landlords all have their own layouts. The system is tuned on exactly the invoices Lithuanian companies receive, so there are no templates to build and no per-supplier setup.

VAT that has to be classified, not just read

Reading the rate is not enough — the document needs the VAT classifier your accounting system expects. Ezura picks it from your own list of classifiers rather than from a generic template.

The harder cases have their own logic: mixed-rate invoices, EU suppliers, exempt sales and the construction reverse charge under article 96. That last one looks like an error — the invoice states a rate but the payable amount contains no VAT — so the system recognises it and marks it as such instead of trying to "fix" it.

Dimensions assigned by rules, not by hand

Project, department, cost object or vehicle — the fields that usually get typed onto every line by hand. In Ezura you describe the rule once: by supplier, by a keyword in the line description, or both together.

Costs that need splitting are split by percentage — a rent invoice divided across three departments in a fixed ratio, with the rounding remainder placed so the split still matches the invoice.

Employees who send in their own invoices fill in only the fields visible to them, so the accountant receives a document with the project already on it.

Checks that run before the export, not after

The expensive mistakes are the ones found later — while preparing the VAT return, or during an inspection. So the checks that matter run before the document is handed to accounting.

The system notices when the same invoice arrived twice, when the line items don't sum to the header, when a supplier's VAT number doesn't match the registry, or when currency and amounts disagree. Each warning names the specific mismatch and the amount rather than saying "please check this document".

Every action stays in the history

You can see who changed an amount, assigned a dimension or approved a document, and when. That is not only for inspections — it answers the everyday question of why something was booked the way it was when the invoice comes back a month later.

The original document is stored alongside the record, so nobody has to go hunting through mailboxes or folders for it.

What your accounting system receives

Ezura does not replace your accounting system and does not ask you to move into a new one. It prepares the document the way your system expects it: correct company details, VAT codes, dimensions and line items.

For some systems that is a file, for others a direct API connection. Either way the result is the same: a document appears in your accounting system that nobody typed.

Frequently asked questions

Do we have to change our accounting system?

No. Ezura sits in front of your accounting system and prepares documents for it — Rivile, EuroSkaita, Pragma, Centas, Agnum, Finvalda, B1, Odoo and others. The system itself stays as it is.

Does the system approve invoices on its own?

The decision stays with a person. The system reads, checks and prepares the document; an accountant or the responsible employee approves it. Every approval is recorded in the action history.

How do invoices get in?

The company gets a dedicated email address that suppliers send to, or mail is forwarded there automatically. Attachments, archives and several invoices inside one file are separated by the system.

Does it work when employees send in their own invoices?

Yes. The employee sends the invoice or receipt, the system asks only for what is missing — usually the project or cost object — and the document reaches the accountant already filled in.

How long does it take to start?

For the first invoices you need an email address and the list of classifiers from your accounting system. Rules and dimensions are added gradually — they don't have to exist up front.

Related pages

• How to automate invoice entry
• Automatic dimension assignment
• Checking invoice totals before export
• Accounting systems Ezura reaches
• Pricing