LedgerPilot

Overview

LedgerPilot is an end-to-end invoice automation pipeline designed for SMEs, eliminating manual bookkeeping and reducing data-entry errors. The system processes PDFs and scans, extracts data using AI (Gemini/GPT), and automatically writes to Zoho Books.

Problem

Manual invoice processing is time-consuming, error-prone, and slows down accounts payable cycles. SMEs lack the resources for dedicated bookkeeping teams, leading to delayed payments, incorrect data, and audit complications.

Solution

• Automated Extraction: PDFs/scans → OCR/LLM extraction → normalized schema
• Intelligent Processing: New vendor/item creation, price updates, discount handling
• GST Compliance: IGST/CGST logic for Indian tax requirements
• Human-in-the-Loop: Approval workflows and audit trails for critical decisions

Tech Stack

• Orchestration: n8n for workflow DAGs, retries, and alerting
• AI/LLM: OpenAI GPT-4 and Google Gemini for extraction
• Backend: Python for data processing, Node.js for API integrations
• Database: Supabase (Postgres) for storage and state management
• Integration: Zoho Books API for accounting system writes
• Infrastructure: Cloudflare Tunnels for secure access

Impact

• 10x faster processing: Hours → minutes for invoice ingestion
• 95%+ accuracy: AI extraction with validation checks
• Audit ready: Complete trails of all changes and approvals
• SME adoption: Currently in production use by multiple businesses

Key Features

• Automatic vendor and item creation when not in system
• Multi-currency and tax handling (GST, IGST, CGST)
• Price update suggestions based on historical data
• Approval interface for human oversight
• Error handling and retry logic
• Integration with email and Telegram for intake