Upload invoices. Publish to Xero & QuickBooks.

Haisem is AI-powered document processing and VAT Returns for UK accountants and bookkeepers. Process invoices, receipts, bank statements, and calculate VAT Returns (Box 1-9) in one platform. Upload via client links (no app needed), AI extracts data with 95% accuracy, and publish directly to Xero & QuickBooks Online or export to CSV for Sage and others. £49/month flat rate includes 1,000 invoices + 100 bank statements per month, VAT bridging, 6-year HMRC-compliant storage, and UK VAT code detection (S/R/Z/E). Founded 2024, based in UK with data stored in London AWS.

Haisem processes purchase invoices (bills from your suppliers like Amazon, Screwfix, office supplies) and expense receipts (smaller items like taxi fares, coffee with clients). For accountants, the primary use is processing supplier invoices for VAT returns and monthly reconciliations. Upload any document - the AI handles both.

You create a unique upload link for each client in your dashboard. Share it via email, WhatsApp, or text. Your client bookmarks it on their phone. Whenever they get a receipt or invoice, they click the bookmark, snap a photo or select a PDF, and upload. No app download. No account creation. No password. The receipt appears in your dashboard within minutes, organized under that client's name.

Unlimited. Create as many client-specific upload links as you need. Each link is unique to that client, so all their uploads are automatically organized in your dashboard. No per-client fees, no per-link fees. All included in your £49/month subscription.

Yes! That's the whole point. Your client bookmarks their upload link. Throughout the month, whenever they make a business purchase (petrol station, restaurant, office supplies), they immediately snap the receipt and upload via their bookmarked link. Takes 15 seconds. By month-end, you have all their receipts already uploaded and processed - no more chasing.

No. Your clients don't download anything. They don't create accounts. They don't remember passwords. They just click a link, upload a file, done. Works on any phone, any browser. iPhone, Android, desktop - doesn't matter.

You can delete it from your dashboard. Each upload shows the filename, client name, and date. If something looks wrong, just delete it before exporting. The client can re-upload the correct receipt anytime.

Yes. When creating a link, you can set expiry (7 days, 30 days, 90 days, or never). You can also disable a link anytime from your dashboard if a client relationship ends. Already-uploaded documents remain in your dashboard.

No. Client links are upload-only. They don't get a login or portal to view their uploads. Only you (the accountant) see the uploads in your dashboard. This keeps it simple for clients and secure for you.

Absolutely. You have two upload methods: (1) Client Upload Links - for clients to upload throughout the month, and (2) Your Dashboard Upload - for you to bulk upload files anytime. In your dashboard, drag-and-drop up to 50 PDFs at once. Perfect for clients who email you a batch at month-end, or for historical documents. Both methods work together.

Yes! Haisem includes bank statement processing at no extra cost. Upload PDF bank statements from any UK bank, and AI extracts all transactions (date, description, amount, balance). Export to CSV for reconciliation in Xero, QuickBooks, or Sage. Bank statements are included unlimited in your £49/month subscription with no per-page fees.

All of them. Our AI reads any UK bank statement format - Barclays, HSBC, Lloyds, NatWest, Santander, TSB, Halifax, Metro Bank, Monzo, Revolut, Starling, and more. Works with both digital PDFs and scanned statements. Multi-page statements are fully supported.

Very accurate on digital PDFs (98%+). The AI extracts every transaction row including date, description, debit/credit, and running balance. You get a clean CSV ready to import. Always review the CSV before importing to catch any edge cases.

Yes. Clients can upload both receipts AND bank statements via the same link. Everything appears in your dashboard. You can then switch between "Invoice Dashboard" and "Bank Statements" tabs to view each document type separately.

Yes. Each bank statement PDF counts as 1 document. So if you process 400 invoices + 100 bank statements in a month, that's 500 of your 1,000 monthly limit.

Your data is stored for 6 years to meet HMRC requirements. Here's how it works: Days 0-90 - Instant access in your dashboard, stored in AWS S3 Standard. Days 90-2,190 (6 years) - Automatically moved to AWS Glacier Instant Retrieval for cheaper long-term storage, but still instantly accessible when you download evidence packs. You never lose access. Evidence packs can be downloaded anytime within the 6-year period. This is fully HMRC compliant for UK tax and VAT record-keeping.

Evidence packs are ZIP files containing: (1) All original receipt/invoice PDFs organized by date and supplier, (2) A CSV file with all extracted data, and (3) A manifest file listing everything included. You need these for HMRC audits. When HMRC requests receipts from a specific period (e.g., Q3 2023), you go to your dashboard, filter by date range and client, click "Download Evidence Pack", get a ZIP file in 10 seconds, and send to HMRC. This is way faster than digging through filing cabinets or old emails.

Yes. All data is: encrypted in transit (SSL/TLS), encrypted at rest (AES-256), stored in UK data centers (London AWS), processed under GDPR rules, and automatically deleted after 6 years (or when you request deletion). We never sell your data to third parties. Your documents are your property.

Yes. You can delete individual documents or bulk delete from your dashboard anytime. Once deleted, they're gone from our servers within 24 hours. However, we recommend keeping documents for the full 6 years to stay HMRC compliant.

Haisem achieves 95%+ accuracy on standard UK invoices and receipts, with higher accuracy on digital documents (98%+). Bank statement extraction accuracy exceeds 99% for transaction-level data (date, description, amount, balance).

Our AI is trained specifically on UK documents and understands:

• UK VAT codes (Standard, Reduced, Zero-rated, Exempt)
• Nominal codes (5000, 7300, etc.)
• British supplier patterns
• HMRC-compliant date and amount formats

Documents flagged for review (missing invoice number, date, or supplier) ensure you catch errors before publishing to Xero/QuickBooks.

From invoices/receipts: Supplier name, Invoice number, Invoice date, Total amount (including VAT), Net amount (excluding VAT), VAT amount, VAT code (S/R/Z/E), Currency (GBP default), Category (e.g., "Office Supplies", "Professional Fees"), Nominal code (e.g., 5000, 7300), and Document type (invoice, receipt, credit note). From bank statements: Transaction date, Description, Debit/credit amount, Running balance, and Account details.

Yes. The AI model is retrained periodically on new UK document patterns. However, it doesn't learn from YOUR specific documents (for privacy reasons). It learns from anonymized patterns across thousands of UK businesses.

Always review extractions in your dashboard before exporting. The CSV format makes it easy to spot-check supplier names, amounts, and VAT codes. You can edit values in your accounting software after import, or correct them in the CSV before importing.

Publish bills directly to Xero & QuickBooks Online with the PDF attached. CSV export is available for Sage/FreeAgent when needed.

Multi-tenant support: Connect multiple Xero organizations and QuickBooks companies if you manage clients across both platforms. Choose which organization/company to publish to from a dropdown in your dashboard.

Yes. Haisem publishes invoices directly to Xero and QuickBooks Online as bills with PDF attachments. Here's how it works:

1. Connect your Xero organization or QuickBooks company via one-click OAuth (takes 30 seconds)
2. Review AI-extracted invoices in your dashboard
3. Select invoices to publish (individually or in bulk up to 20 at once)
4. Click "Publish to Xero" or "Publish to QuickBooks"
5. Invoices appear instantly as bills in your accounting software with PDFs attached

You can connect multiple Xero orgs and QuickBooks companies (perfect for accountants managing multiple clients) and select which to publish to from a dropdown. No CSV export/import needed.

Haisem automatically assigns UK standard nominal codes from 23 common expense categories: 5000 (Cost of Sales), 7100 (Rent), 7200 (Utilities), 7205 (Insurance), 7300 (Professional Fees), 7400 (Travel), and 17 more. The codes are designed to match Xero, QuickBooks, and Sage defaults. If your chart of accounts differs, you can remap codes in your accounting software after import.

Yes! Haisem now includes VAT Returns functionality. It calculates all 9 boxes (Box 1-9) automatically by processing your sales and purchase invoices. Filter by VAT period (quarterly/monthly), review the calculations, and export to QuickFile CSV format ready for MTD submission. Haisem handles the VAT bridging, matching your documents to HMRC's required boxes. You can also manually enter adjustments if needed. While Haisem isn't MTD filing software itself, it prepares VAT-ready data that you submit via your MTD platform (Xero, QuickBooks, QuickFile, etc.).

Haisem distinguishes between sales invoices (revenue you invoiced to clients) and purchase invoices (bills from suppliers). Sales go into Boxes 1, 6 (Output VAT & sales values), while purchases go into Boxes 4, 7 (Input VAT & purchase values). The system automatically filters by invoice date within your VAT period and totals net + VAT amounts per invoice type. You get a clear breakdown showing which documents contribute to each box, plus options to manually adjust for partial exemptions, capital goods, or EU transactions.

Uploads will be paused until your next billing cycle. We're working on overage options. For now, if you regularly exceed 1,000/month, contact us at info@haisem.co.uk and we can discuss a custom plan.

It's per calendar month. Each uploaded file counts as 1 document: 1 invoice PDF = 1 document, 1 receipt photo = 1 document, 1 bank statement PDF = 1 document (even if it's 10 pages). Multi-page PDFs count as 1 document, not per-page. If you upload 400 invoices + 100 receipts + 50 bank statements in a month, that's 550 documents.

No. £49/month flat. Create upload links for 5 clients or 50 clients - same price. Add unlimited team members to your account - same price. No hidden fees, no per-seat licenses, no per-client subscriptions.

Yes. Cancel in your account settings. You keep access until the end of your current billing period. Before canceling, download any evidence packs or CSVs you need - we'll retain data for 30 days after cancellation, then delete it (unless you're within the 6-year HMRC period, in which case we notify you to download before deletion).

Not yet, but it's coming soon with a discount. Join our waitlist if you're interested in annual pricing.

After signing up: (1) Go to your dashboard, (2) Click "Customer Links" tab, (3) Click "Create New Link", (4) Enter client name (e.g., "Smith Ltd"), (5) Choose expiry (optional), (6) Copy the link and QR code, (7) Send to your client via email/WhatsApp, (8) Tell them to bookmark it on their phone. That's it. As they upload receipts throughout the month, you'll see them appear in your Documents tab.

Not yet. Haisem is currently web-based, accessible from any browser (desktop, tablet, mobile). A mobile app for accountants is on the roadmap, but the web version is fully mobile-responsive for now.

Yes. Email support is included (info@haisem.co.uk). We respond within 24 hours on weekdays. We're also creating video tutorials and help docs. For onboarding questions, we're happy to do a quick 15-minute call to get you set up.

Yes. Bulk upload PDFs from past months/years in your dashboard. The AI will process them the same way. Keep in mind your 1,000/month document limit - if you have 2,000 historical documents, you may want to upload them across 2 months.