The month lives in several sources
Payments are in the bank while documents sit in KSeF, email, portals, folders, and scans.
Local MVP / test build
Payment-to-document matching systemGive the accountant a monthly package with documents, matches, and exceptions
For an owner or finance assistant assembling each month from bank data, KSeF, email, portals, PDFs, and scans. CraftedBills imports payments and documents, explains match candidates, leaves uncertainty to a person, and prepares a coherent handoff package.
Illustrative interface
01Invoice FV/07/104Amount + IBAN + dateHigh
02Receipt 8841Amount + vendorReview
03Missing documentNo candidateException
Accepted matches—Documented exceptions—
Fit check
This is worth mapping when…
Some matches are ambiguous
Amount, date, and counterparty suggest candidates, but some cases require judgment.
Accountant handoff returns as questions
It is unclear whether a document is missing, excluded, or still awaiting review.
Workflow
From repeated handoffs to visible states.
Today
- 01Import
Payments and documents are collected from several sources into separate files.
- 02Extraction
Data from PDFs and scans is retyped or checked manually.
- 03Matching
The team compares amounts, dates, and counterparties without a durable reason trail.
- 04Close
A package goes to the accountant and questions return by email or phone.
Target workflow
- 01
The system imports payments from supported formats and rejects duplicates.
- 02
Documents enter through PDF, OCR, or a watched folder and become comparable data.
- 03
The engine presents candidates with explicit matching reasons.
- 04
A person confirms, rejects, excludes, or leaves each case as an exception.
- 05
The month ends with a completeness snapshot, missing-item list, and accountant export.
Workflow modules
Each module is defined by a specific job.
Bring in payments without duplicates
Import supports mBank PDF/CSV, MT940, and CAMT.053 and recognizes repeated input.
Turn documents into data
PDF parsing and a watched folder provide comparable fields. Apple Vision OCR has a manual fallback, and the image-only PDF path still needs end-to-end validation.
See the matching reasons
Every candidate exposes signals such as amount, date, or counterparty.
Resolve and retain the decision
The user confirms a case and leaves a state that remains understandable later.
Close the month with exceptions
Groups, missing items, exclusions, and conflicts remain visible.
Hand over a coherent package
Export and month snapshot give the accountant both material and unresolved-item context.
Operating change
What changes for the person doing the work.
AreaBeforeAfter
SourcesBank, KSeF, email, portals, and foldersOne model for payments, documents, and sources
MatchingManual comparison without a trailCandidates with reasons and a human decision
CompletenessInformal status in memory or a sheetVisible missing items, exclusions, and conflicts
HandoffA folder followed by questionsMonth snapshot and an exception-aware package
Data and responsibility
Inputs, state changes, and exception paths.
Data and import
The local build supports mBank PDF/CSV, MT940, CAMT.053, PDF documents, and a watched folder. Apple Vision OCR is implemented with manual fallback, but the current image-only PDF test does not pass end to end.
KSeF and privacy
KSeF TEST and Fakturownia adapters have local contract tests. Full authenticated synchronization remains pending and production is disabled. Data is local in SQLite and secrets use Keychain.
Human handoff
An uncertain match, conflict, missing item, or exclusion remains visible for user decision and month close.
Measurement
No target before the baseline.
The pilot compares the same workflow and keeps quality guardrails visible.
Accepted-document coverage
Payments with an accepted document match / all payments in the month.
- Baseline
- Missing — measured before pilot
- Data
- Month snapshot and reviewed sample
- Comparison
- Manual baseline vs pilot
- Guardrail
- Exclusions and incorrect matches are reported separately
- Review
- Frequency and owner agreed before pilot
- Decision
- A guardrail breach pauses the pilot; repair or scale follows review
Active matching time
User minutes spent resolving one payment.
- Baseline
- Missing — measured before pilot
- Data
- Baseline observation and activity log
- Comparison
- Same month or comparable sample
- Guardrail
- Correction rate for accepted matches does not rise
- Review
- Frequency and owner agreed before pilot
- Decision
- A guardrail breach pauses the pilot; repair or scale follows review
Post-handoff questions
Accountant requests for a document, explanation, or repeat export / monthly package.
- Baseline
- Missing — measured before pilot
- Data
- Tagged inbox and export history
- Comparison
- Comparable months before and during pilot
- Guardrail
- Unresolved exceptions remain explicit
- Review
- Frequency and owner agreed before pilot
- Decision
- A guardrail breach pauses the pilot; repair or scale follows review
Implementation
A bounded path from evidence to rollout.
- 01
Discovery
Map sources, formats, rules, and the handoff method.
- 02
Baseline
Review one closed month and active work time.
- 03
Prototype
Test import, candidates, decisions, and exceptions.
- 04
Test build
Adapt parsers, OCR, rules, and export.
- 05
Pilot
Run a bounded month with manual quality review.
- 06
Rollout
Enable more sources after data and security review.
Proof and limits
What exists today, and what still needs validation.
Verified in the current material
- The local MVP imports mBank PDF/CSV, MT940, and CAMT.053 and processes PDF documents and a watched folder.
- Matching is explainable: the system shows reasons and a person makes the decision.
- Groups, missing items, exclusions, month close, export, local SQLite, and backups are present.
Not yet evidenced
- Full KSeF TEST synchronization and the controlled Fakturownia account test remain pending; production is disabled. No client deployment is confirmed.
- The full Apple Vision OCR path is not currently verified end to end. Figures in the demonstrator are test data, not business outcomes.
Next step
Let’s examine one closed month
We need the bank format, document sources, current exception list, and the way materials reach the accountant.
Start with the workflow