Strainovic IT

Connect AI to bexio and myfactory

The AI proposes, you approve. I connect a language model to your accounting or ERP so that recurring manual work arrives in the system as a finished draft: the quote for the enquiry, the document for the supplier invoice, the reminder for the open item. Nothing is posted without your say-so. Every operation leaves an audit log, and the data is processed in Switzerland.

Three workflows

Enquiry becomes draft quote

An enquiry arrives by e-mail, through the website form or as a scanned order sheet. The model reads it, maps the line items to your articles and creates the quote as a draft, in bexio or in myfactory. You review, adjust and send.

Workflow: an enquiry by e-mail, form or scan is read by the model, the line items are mapped to articles, the quote is created as a draft in bexio or myfactory, and the business approves itE-mail, form orscanEnquiry withwishes andquantitiesModel inSwitzerlandRecogniseitems, maparticles, logbexio or myfactoryQuote as adraft with yourpricesYouReview, adjust,sendWorkflow: an enquiry by e-mail, form or scan is read by the model, the line items are mapped to articles, the quote is created as a draft in bexio or myfactory, and the business approves itE-mail, form or scanEnquiry with wishes and quantitiesModel in SwitzerlandRecognise items, map articles, logbexio or myfactoryQuote as a draft with your pricesYouReview, adjust, send

Supplier invoice becomes document awaiting approval

Your suppliers’ invoices land in a mailbox folder. The model reads supplier, amounts, VAT and due date from the PDF and creates the document as a draft. You approve the list, and only then is it posted.

Workflow: a supplier invoice from the mailbox is read by the model, supplier, amounts and VAT are recognised, the document is created as a draft, and the business approves it before anything is postedMailbox folderSupplierinvoice as PDFModel inSwitzerlandSupplier,amounts, VAT,due date, logbexio or myfactoryDocument as adraft, not yetpostedYouApproval perdocument or asa listWorkflow: a supplier invoice from the mailbox is read by the model, supplier, amounts and VAT are recognised, the document is created as a draft, and the business approves it before anything is postedMailbox folderSupplier invoice as PDFModel in SwitzerlandSupplier, amounts, VAT, due date, logbexio or myfactoryDocument as a draft, not yet postedYouApproval per document or as a list

Open items become dunning proposal

From the open items comes a proposal of who receives which reminder level and when, with text in the customer’s language. You strike out what should not be reminded, the rest goes out.

Workflow: from the open items in bexio or myfactory comes a dunning proposal per customer with level and text, the business strikes out exceptions, and the reminders go outbexio or myfactoryOpen items withdue datesModel inSwitzerlandLevel and textper customer,logProposal listWho, whichlevel, whichtextYouStrike outexceptions,approve sendingWorkflow: from the open items in bexio or myfactory comes a dunning proposal per customer with level and text, the business strikes out exceptions, and the reminders go outbexio or myfactoryOpen items with due datesModel in SwitzerlandLevel and text per customer, logProposal listWho, which level, which textYouStrike out exceptions, approve sending

Proposals, not postings

Language models read well and calculate badly. That is why, with me, the model never writes directly into the accounts. It produces a draft, and a person confirms it. Every operation gets an audit log: what was read, what was made of it, who approved. Every posting can be traced later, including towards your fiduciary or auditor.

Where the data is processed

  • In Switzerland first: the models run at Infomaniak in Geneva. Requests are neither stored there nor used for training.
  • Otherwise in the EU: where a workflow needs a stronger model, I use Mistral with processing in France and no data retention.
  • United States only at your request: I use models from Anthropic or OpenAI only if you expressly want that, with a data processing agreement and standard contractual clauses, without training, and with the open note that processing then takes place in the United States.
  • Only the fields needed: the model receives what it needs for the operation, not your whole customer file.
  • Contract included: you receive a data processing agreement under the Swiss Data Protection Act stating which provider sees which data.

I explain the background in the guide Swiss AI for SMEs: Apertus, Infomaniak and data protection.

What you get

  • A fixed price after a short conversation in which we walk through the workflow on your real documents
  • 14 days of testing on the live system, invoice after your acceptance
  • Twelve months of updates, then support on request
  • A direct connection to bexio or myfactory, no intermediate platform, no subscription with a third party

Who it is for

Businesses in Switzerland using bexio or myfactory where quotes, supplier invoices or reminders are entered by hand today: trades, manufacturing, retail, services. Fiduciaries who want this set up for their clients, too.

For bexio there are ready-made connections without a project: bexio ↔ HubSpot turns won deals into quotes and invoices, the bexio form connector creates website enquiries as contacts. For myfactory, the myfactory integration transfers appointments and enquiries. All products at a glance: Plugins.

In use at ARNOLD Rahmenmanufaktur, Rombach: appointments booked through zeeg land automatically in myfactory with address, contact and task, plus an order sheet as a PDF by e-mail.

“I could also run projects like this through myfactory’s project management, but that means a lot of documentation every time, and the implementation takes longer and costs more. Goran understood right away what I needed and built it extremely fast. Simply perfect – and certainly not our last project together.”

Dani Arnold, owner

Enquiry

Write to me which of the three workflows costs you the most time and whether you use bexio or myfactory: info@strainovic-it.ch

Strainovic IT, Steinach SG, developing for Swiss SMEs and agencies since 2016.