Automatic categorisation: every expense in the right box
Kontevia places every receipt and invoice in a category automatically, based on the supplier and the content of the document. For Czech companies the category is mapped to the Czech chart of accounts; local charts of accounts for other countries, such as No national chart of accounts; FRS 102 / FRS 105 (Irish GAAP) and Companies Act 2014 Schedule 3 formats in Ireland, are planned. It also flags expenses that may be tax-deductible. You see every assignment and can change it before the document goes to your books.
invoice_hosting_08.pdf
184 KB, PDF
Invoice processed: 3 line items, net €1,200, VAT 23 % €276, total €1,476. Not a duplicate. Category: software and hosting. Due in 14 days.
How it works
The document arrives
By photo on WhatsApp, by e-mail or by upload in the browser. Categorisation works the same for receipts and invoices.
Automatic assignment
Based on the supplier, the content and your history, the document is placed in a category: materials, travel, services, operating costs and more.
Check and learning
You see the assignment in the overview and change it with one click. The system remembers the correction and next time places the same supplier correctly.
Figures for the tax return
Categories follow the structure of your records, so the figures for the return are ready continuously, not at the last minute.
Categories are not bureaucracy, they are money
Correct classification of expenses decides how much tax you pay. An expense in the wrong category means either an unclaimed deduction (you pay more than you must) or a wrongly claimed cost (a risk of assessment in an audit). Most business owners deal with categories once a year, in a hurry before the return, when nobody remembers the circumstances any more.
Automatic categorisation moves that decision to the moment the document is created and the context is fresh. The document is classified on its own, you only confirm or correct, and the system learns from corrections. After a few weeks most documents are classified correctly the first time.
Conservative where tax is involved
In tax matters a silent mistake is worse than an admitted uncertainty. That is why Kontevia does not guess with ambiguous documents: it leaves them in Other and waits for your decision. Penalties and fines are marked as non-deductible straight away so they do not slip into costs by mistake.
Flagging deductible items is a basis, not tax advice: the final assessment of borderline expenses belongs to your accountant, who gets the complete document with the photo in the export. The system prepares that work, it does not take it over.
What categorisation watches
| Situation | What Kontevia does |
|---|---|
| Ordinary operating expense | Places it in a category and counts it in the expense overview |
| Potentially deductible expense | Flags it and adds it to the deductions overview |
| Penalty or fine | Warns that it is a non-deductible cost |
| Ambiguous document | Leaves it in Other for manual assignment, does not guess |
| Private expense on a business card | Suggests marking it as private so it stays out of the books |
Frequently asked questions
What is the assignment based on?
Primarily on the supplier and the line items on the document, secondarily on your history: once you reassign a document from a particular supplier, the system remembers it and classifies the next one the same way. Ambiguous documents stay in Other for a manual decision.
Can I change the category?
Yes, any time before the export to your books, with one click in the document overview. A manual change always takes precedence and the system learns from it for the next documents of the same kind.
Which chart of accounts is used?
For Czech companies, the Czech chart of accounts, and your accountant can adjust the mapping. Local charts of accounts for other countries, such as No national chart of accounts; FRS 102 / FRS 105 (Irish GAAP) and Companies Act 2014 Schedule 3 formats in Ireland, are planned; until then the export carries the category and your accountant maps it.
Which expenses can be deducted?
Broadly, expenses incurred to earn taxable income: materials, goods, rent of premises, phone, software, professional literature, part of vehicle costs. Non-deductible are, for example, fines, penalties and personal consumption. The exact rules are those of Ireland; Kontevia flags candidates, the final assessment belongs to your accountant.
Related features and tools
Try it on your own documents
Send a few documents and see the extraction, categories and VAT for yourself. Free trial, no card needed.
Updated 7 September 2026