Automação de faturas
A mini app and an error-proof Excel to organise 400+ invoices a year at CivilSul, a construction company. Images use fictional data.
Delivered in 2 days with AI
Before & after
Before
An Excel with one sheet per month and 400+ invoices typed in by hand. One column did three jobs (site, person or vehicle, block), the same code was spelled 19 ways and the expense type did not exist as data. The same invoice was entered in several places.
After
A single source with two views: the reworked Excel stays the main file, and the app opens that same Excel in the browser, with no internet or install, shows the summary, cost per site and issues, and saves everything back. For internal control, alongside the official accounts.
What we improved
- Normalised data: codes unified and split into cost centre and subcategory
- Uncategorised spend down from about 40% to 1%
- Closed lists in the catalogues, so typing errors are almost gone
- One sheet instead of 12, with the tax number pulled automatically from the supplier
- No more entering the same invoice twice
What we added
- An app in a single HTML file: opens the Excel, remembers it next time, saves to the same file and can undo the last save
- Entries with VAT and total worked out from the chosen rate, and a “total only” option for meals
- Cost per site, month by month, including split salaries
- Automatic checks (duplicates, impossible VAT, no site, paid with no date and 12 more), each one opens in a click to fix
- A salary split across several sites by percentage, and Pending, Partial, Paid and Reconciled states
- A warning when the Excel is open in another program, so no work gets lost
- Filters by site, type, month, year, status and VAT rate, with CSV export
- Plan to read invoice QR codes and end manual typing
- 2 days
- 400+ invoices
- Excel + app
- Fictional data in images
