Kontevia guides

Step by step from the first document to a booked month.

Quick start in four steps

1

Create an account

Register with your e-mail and choose the country your business is registered in. The country sets the VAT rules and formats.

2

Connect a channel

Add the Kontevia number to WhatsApp, note your inbox e-mail address or simply use the dashboard upload.

3

Send a test document

Photograph any receipt and send it. Within a moment you will see the extracted data and the proposed category.

4

Keep sending

From now on every document goes the same way. Check the proposals, and the VAT summary builds itself.

Setting up the chat channel

Step 1: Save the contact

After registration you receive the Kontevia number by e-mail. Save it in your phone; a clear name such as "Kontevia bookkeeping" makes it easy to find.

Step 2: First message

Open WhatsApp and send any message to the number. You should receive a welcome reply within a few seconds confirming the link to your account.

Step 3: Confirm your business

Kontevia asks for the basics it needs to file documents correctly: your business name and identification number. These are used to recognise your own invoices among received documents.

Forwarding invoices by e-mail

Every workspace has its own inbox address shown in the dashboard. Forward supplier invoices to it, or set a rule in your mail client so that PDFs from known suppliers are forwarded automatically. Each attachment becomes a document; structured e-invoices are read directly without OCR.

Photographing receipts

Works well

  • • The whole receipt is visible
  • • Good light, no strong shadows
  • • Sharp image, phone held still
  • • Receipt lying flat and straight
  • • Text readable to the eye

Causes errors

  • • Blurred photo
  • • Dark or reflective surface
  • • Cropped edges with amounts missing
  • • Crumpled or folded paper
  • • Faded thermal print

Tip: use the document scanner of your phone

Most phones have a document scanning mode in the camera or notes app. It straightens the image and improves contrast, which gives the best extraction results.

Document types

Supported

  • • Shop and restaurant receipts
  • • Supplier invoices (PDF or photo)
  • • Service and subscription invoices
  • • Cash receipts and till slips
  • • Multi-page PDFs with several documents

Limited

  • • Handwritten receipts
  • • Very old or faded documents
  • • Damaged documents
  • • Unusual layouts without totals

Not supported

  • • Completely illegible images
  • • Documents without amounts
  • • Incomplete documents with pages missing
  • • Bank statements as receipts (connect the bank instead)

Want to get the most out of Kontevia?

We prepared ten concrete scenarios: receipts by chat, invoices by e-mail, bank reconciliation, invoice due dates, VAT summaries, e-invoicing and exports to your accountant.

Use cases: ten ways to automate your bookkeeping

Need help with the setup?

We are happy to walk you through the first setup step by step.

Write to support
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