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Invoice review first

AI ERP for small and mid-sized businesses

Ocost starts where most of the time goes: the invoices. It reads each one down to the line, checks it against order and delivery note and sets out only the approvals a person must give. Purchasing, payments and the DATEV export run in the same system.

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No card needed · the trial has the limits of S: 200 documents a month

A demo business’s supply chain in Ocost: suppliers, warehouse, building site and customers; two suppliers with a decision waiting

Ready in three steps

How Ocost works

No migration project, no training: you send documents, Ocost files, matches and books them and asks only what it can’t decide.

  1. 1

    Sign up

    With your work email. Ocost reads your website and the commercial register and fills in your company for you to confirm.

  2. 2

    Send documents

    Upload PDFs, photos or a ZIP, or forward mail to your own address, belege@<you>.ocost.io. E-invoices are read exactly.

  3. 3

    Decide what is prepared

    Today shows the few decisions left: approve, pay with Skonto, ask the supplier. Everything else is filed, matched and booked.

Try it free

One model from your documents

An ERP that builds itself from your documents

Ocost reads every document down to the line and links suppliers, orders, deliveries, contracts and payments into one model of your business. Purchasing, goods receipt, accounting and management work from it, each role with its own rights.

Documents

Invoices, credit notes, delivery notes, orders, confirmations, contracts and receipts: uploaded, as a ZIP or by mail to your address.

Read down to the line

Every line read, its units recognised and converted, every product placed in its ECLASS group. E-invoices exactly, from their data.

One model

Documents become linked things: supplier, order, delivery, contract, payment, every field with its source.

Each role its view

Today shows each person what they decide. Ask in words or by voice: Ocost answers with that person’s rights.

The flows

Procure to pay, the three-way match, payments with Skonto and the DATEV export run on this model.

Control

Ocost prepares, a person decides; most things can be undone for 24 hours. Every business is kept apart in the database.

  • Invoices
  • Delivery notes
  • Orders
  • Confirmations
  • Contracts
  • E-invoices
Your business in Ocost
  • Management
  • CFO
  • Purchasing
  • Goods receipt
  • Accounting
  • Site lead

Built for every role

Each role sees what it decides

Ocost sets out for each person only what is in their hands: prepared, with its reason and its documents. The lists are a made-up demo business’s.

Management

“Where does our money go, and what is waiting for me?”

  • Approvals above your limit, with reason and documents
  • Spend by supplier, area and project
  • Ask in words or by voice, answered with sources

In Ocost · Management

  • Request: 5 height-adjustable desks€2,445.00 · above your limitPrepared
  • Spend in October€38,420 · 12% below planOn plan
  • Cleaning contract, DüsseldorfNotice by 30 NovDue soon

CFO

“Is there enough money, and where are we off plan?”

  • Open items and what is due, by day
  • Budget against actual, by area
  • Skonto that pays, prepared for the payment run

In Ocost · CFO

  • Skonto until Friday3 invoices · €214.30 savedPrepared
  • Budget, construction92% usedWatch
  • VAT return, OctoberPreview by KennzahlReady

Purchasing

“Have we bought this before, and at what price?”

  • Requests prepared with the usual supplier and price
  • A price above the order, before anything is paid
  • Confirmations and deliveries tied to their order

In Ocost · Purchasing

  • Request: 10 hammer drillsas in March, from your usual supplierPrepared
  • QM-R-30419 · price above the order+€168.00With the buyer
  • PO-2403 · Sternbachdelivered completeMatches

Goods receipt

“Has everything arrived that was ordered?”

  • Deliveries confirmed against their orders
  • Part deliveries and what is still to come
  • From the phone, with a photo of the delivery note

In Ocost · Goods receipt

  • 8 deliveries arrived completeConfirm all 8Prepared
  • LS-7781 · part delivery25 of 40 assortmentsRest to come
  • LS-24-1170 · Sternbach24 pairs, 24 vestsConfirmed

Accounting

“Is the invoice right, and can I pay it?”

  • Invoice against order and delivery note, line by line
  • Payments prepared, with Skonto where it pays
  • The month as a DATEV export for the tax adviser

In Ocost · Accounting

  • FK-2026-1187 · 3 more billed than delivered+€687.00Doesn’t match
  • 9 invoices matchedpay them, 2 with SkontoPrepared
  • DATEV export, Octoberbooking batch and originalsReady

Site lead

“Will the material be on site in time?”

  • The site’s orders and deliveries
  • Material against the project’s budget
  • Requests by voice, from the site

In Ocost · Berlin site

  • Delivery tomorrowSternbach · 24 pairs of S3 shoesOn its way
  • Request: 10 hammer drills€1,890.00Awaiting approval
  • Project budget61% usedOn plan

The flows

From the line on a document to the payment, in one model

Documents in, a model of your business out: purchasing, goods receipt, invoices and payments in one system.

Three-way match

Every invoice against order and delivery note, line by line

Ocost compares quantities and prices, converts units and says of every difference which documents it comes from. You answer in one click: confirm, accept with a reason, ask the buyer or dispute.

Comparison

FK-2026-1187 · Feldkamp Bürotechnik GmbH

PO-2401 · LS-90417

Doesn’t match

Matches but for one line: 3 pcs more billed than delivered (+€687.00)

LineOrderedDeliveredInvoicedResult
Office chair Ergo Pro, blackFK-1040 · by article number10 pcs · €229.00 each10 pcs13 pcs · €229.00 eachDoesn’t match
Height-adjustable desk 160 x 80FK-2160 · by article number5 pcs · €489.00 each5 pcs5 pcs · €489.00 eachMatches
  • Office chair Ergo Pro, blackDoesn’t match
    by article number
    Ordered
    10 pcs€229.00 each
    Delivered
    10 pcs
    Invoiced
    13 pcs€229.00 each
  • Height-adjustable desk 160 x 80Matches
    by article number
    Ordered
    5 pcs€489.00 each
    Delivered
    5 pcs
    Invoiced
    5 pcs€489.00 each
Your answer

Comparison

QM-R-30419 · Quellmann Industriebedarf KG

PO-2402 · LS-7781 · LS-7802

Doesn’t match

Matches but for one line: €4.20 each above the order (+€168.00)

LineOrderedDeliveredInvoicedResult
Stainless screw assortment, 1,200 piecesQM-0711 · by article number40 pcs · €38.50 each40 pcs (25 + 15)40 pcs · €42.70 eachDoesn’t match
Cable ties 300 mm, bag of 100QM-1204 · by Ocost, by meaning, 60 bags = 6,000 pcs60 bags · €6.90 each6,000 pcs60 bags · €6.90 eachMatches
Assembly gloves size 9, pairQM-3309 · by article number120 pcs · €3.20 each120 pcs120 pcs · €3.20 eachMatches
  • Stainless screw assortment, 1,200 piecesDoesn’t match
    by article number
    Ordered
    40 pcs€38.50 each
    Delivered
    40 pcs (25 + 15)
    Invoiced
    40 pcs€42.70 each
  • Cable ties 300 mm, bag of 100Matches
    by Ocost, by meaning, 60 bags = 6,000 pcs
    Ordered
    60 bags€6.90 each
    Delivered
    6,000 pcs
    Invoiced
    60 bags€6.90 each
  • Assembly gloves size 9, pairMatches
    by article number
    Ordered
    120 pcs€3.20 each
    Delivered
    120 pcs
    Invoiced
    120 pcs€3.20 each
Your answer

Comparison

FK-2026-1203 · Feldkamp Bürotechnik GmbH

LS-90455

Matches

Matches: every line as delivered.

LineOrderedDeliveredInvoicedResult
Dual monitor arm, desk clampFK-3302 · by article number—6 pcs6 pcs · €119.00 eachMatches
  • Dual monitor arm, desk clampMatches
    by article number
    Ordered
    —
    Delivered
    6 pcs
    Invoiced
    6 pcs€119.00 each

Prices not checked: there is no order. The quantities are checked against the delivery note; ordered by phone.

Your answer

  • 8 deliveries arrived complete

    Delivery notes match their orders line by line

  • Pay 9 invoices

    Each checked: it matches what arrived, or it is a service with nothing to receive

Made-up documents of the demo business, matched as Ocost does.

Impact

Work it out with your numbers

Your documents, your minutes, your cost of an hour, and your own guess of what Ocost takes off you.

€9,720 of working time a year, at your numbers. 18 hours a month, €810 a month

Your numbers and your guess of the share; nothing here is measured. What Ocost finds in your documents, the trial shows.

Compared

Why small and mid-sized businesses choose Ocost

Ocost beside the usual ways: one system instead of several tools and double work.

What it doesOcostInvoice toolsExcel, email, folders
Reads every document down to the line itemYesPartlyNo
Matches invoice, order and delivery noteYesPartlyNo
Request to payment in one flowYesNoNo
Ask in words or by voice, with sourcesYesNoNo
DATEV booking batch for the tax adviserYesYesPartly
E-invoices received (ZUGFeRD, XRechnung), sent as ZUGFeRDYesYesNo
API and MCP for your own systemsYesPartlyNo
Bottom lineOne system from the request to the paymentOne part of the chain, several toolsGaps and retyping

Pricing

Plans from S to XL

By documents a month, questions and voice included. The trial has the limits of S.

  • S€415
  • M€1,000
  • L€1,700
  • XL€2,800

A month, excluding VAT.

See pricing

Before you ask

Questions

How fast are we up and running?

The same day. Sign up, confirm what Ocost found about your company, then upload documents or forward mail to your Ocost address. The first are read within minutes. No migration project.

Do we have to migrate our data?

No. Ocost starts from your documents: uploads, ZIP archives and mail forwarded to your address. Your tax adviser gets DATEV’s booking batch from Ocost; nothing has to move out of DATEV.

Where is our data?

In the EU: on servers in Germany, and the models that read and answer run in the EU too. Every business’s rows are kept apart in the database, and originals are kept as they came in.

Can we rely on what Ocost says?

Every answer names the documents it comes from, by their numbers. Ocost prepares changes; nothing is approved, ordered or paid until a person says yes, and most things can be undone for 24 hours.

Are we ready for e-invoicing?

Since 2025 every business in Germany must be able to receive e-invoices; from 2027 larger ones must send them. Ocost reads ZUGFeRD and XRechnung exactly, without a model, and writes ZUGFeRD invoices.

What does it cost?

Plans from S to XL by documents a month, with chat questions and voice minutes included. The trial has the limits of S and needs no card.

Ready in minutes

Send Ocost a month of documents

Sign up with your work email. Ocost reads your website and the register, fills in your company and starts reading what you send.

Start free trial

No card needed · the trial has the limits of S

  • Sign up with your work email
  • Ocost fills in your company from your website and the register
  • Upload documents or forward them to your address
  • The first documents read within minutes