How to use Kontevia to the full: ten bookkeeping scenarios
Kontevia automates the collection and processing of documents: receipts by chat, invoices by e-mail, bank reconciliation, invoice due dates, invoicing with payment QR codes, VAT summaries and exports to your accountant. Here are ten concrete recipes, whether you are a sole trader, a small company or an accounting practice in any EU country.
Ten scenarios
1. A receipt photographed and sent by chat
Situation: You come back from buying materials with three receipts in your pocket that would normally end up in a box and, at the end of the year, in a panic.
What you set up: Save the Kontevia number in WhatsApp. That is all; no extra app.
What happens automatically: Photograph the receipt and send it. Kontevia extracts the supplier, amount, date and VAT, assigns a category under the rules of your country and stores the document. If something is unclear, it asks in the chat.
What you gain: Roughly two to three minutes per document compared with retyping, and no lost receipts.
2. Supplier invoices forwarded by e-mail
Situation: Invoices from suppliers arrive in your mailbox as PDFs or structured e-invoices and you download and file them by hand.
What you set up: Use the inbox address of your workspace, either by forwarding manually or with a rule in your mail client.
What happens automatically: Every incoming attachment is processed like a photo: items, amounts, VAT and due date. The document appears in the dashboard without your intervention.
What you gain: Roughly five to ten minutes a day for a business with regular supplier invoices.
3. Bank reconciliation through open banking
Situation: At month end you sit over the statement and work out which payment belongs to which invoice.
What you set up: Connect your bank account (available for selected Czech banks; PSD2 connections for other countries are planned). Access is read-only and can be revoked at any time.
What happens automatically: Kontevia imports the transactions and matches them to issued and received documents by amount, reference and counterparty IBAN. In the dashboard you see what is paid and what is outstanding.
What you gain: Roughly one to two hours a month of manual statement checking.
4. Due dates and deadlines
Situation: You missed an invoice due date, lost an early-payment discount, or a customer did not pay and you noticed late.
What you set up: Nothing. Due dates come from the extracted documents.
What happens automatically: Kontevia knows the due date of every invoice and shows what to pay and who owes you. Reminders for the VAT and tax deadlines of your country are planned; the free tax calendar lists them today.
What you gain: No penalty interest for missed payments and faster reminders to late payers.
5. An invoice in a minute, with a payment QR code
Situation: You finished a job and want to invoice immediately, not in the evening at a computer.
What you set up: Fill in your invoicing details once. Then issue invoices from the dashboard or from the chat.
What happens automatically: Kontevia completes the mandatory content of the invoice, calculates VAT and generates a PDF with a payment QR code (EPC for euro, QR Platba for Czech koruna). The payment is later matched with the bank.
What you gain: Roughly ten minutes per invoice compared with a template, and faster payments thanks to the QR code.
6. VAT summary ready before the deadline
Situation: The filing deadline is approaching and you assemble the VAT figures from several piles.
What you set up: Nothing extra. Every extracted document carries its VAT rate and amount from the start, including reverse charge and intra-EU cases.
What happens automatically: The VAT section of the dashboard shows input and output VAT for the period continuously, and the summary for your return is ready to hand to your accountant or to file.
What you gain: Roughly two to four hours every month or quarter, depending on the number of documents.
7. E-invoicing: where things stand
Situation: Your country introduces or already runs mandatory e-invoicing and you are not sure your invoices comply.
What you set up: Nothing to set up today. Kontevia issues PDF invoices with all mandatory fields and a payment QR code.
What happens automatically: Structured invoices for your national system, validation of mandatory fields and connectors to national platforms are planned. Until then, where the mandate already applies, invoices are submitted through the official portal or a certified provider.
What you gain: Complete, correct invoices today and a clear view of what changes when the mandate arrives.
8. Export to your accountant's system
Situation: Your accountant works in DATEV, Odoo or another system and you bring documents in a folder or e-mail them one by one.
What you set up: Choose the export format in the settings or invite your accountant to the workspace.
What happens automatically: Booked documents are exported as CSV with categories and VAT breakdown, or as Pohoda, Money S3 or ISDOC for Czech companies, ready for import without retyping. DATEV and Odoo exports are planned.
What you gain: For an accounting practice, hours of retyping per client per month.
9. Approval workflow for accounting practices
Situation: You keep the books for several businesses and clients send documents through five different channels in random quality.
What you set up: Each client has its own workspace. Clients send documents by chat or e-mail and you review them in the approval section of the multi-client dashboard.
What happens automatically: Documents arrive in one place already extracted and categorised under the rules of each client's country. You check, approve and export.
What you gain: No more chasing clients for boxes of receipts.
10. Categorisation, duplicate detection and bulk PDFs
Situation: A supplier e-mails an invoice and you also photograph the paper copy. Or a client hands you one PDF with dozens of scanned documents.
What you set up: Nothing. Both run in the background; send the whole PDF by e-mail or upload it in the dashboard.
What happens automatically: Kontevia assigns categories from the content and from your previous corrections, flags a duplicate before it is booked twice, and splits a multi-document PDF into individual documents, each extracted separately.
What you gain: No double expenses, consistent categories and no manual splitting of large scans.
By hand versus with Kontevia
Time figures are rough estimates for a typical small business with dozens of documents a month. Your numbers will differ with the volume of documents.
| Task | By hand | With Kontevia |
|---|---|---|
| Filing a paper receipt | 3 to 5 minutes of retyping | photograph and send, under a minute |
| Supplier invoice from e-mail | download, save, retype | automatic after forwarding |
| Issuing an invoice | 10 to 15 minutes in a template | 1 to 2 minutes, including the QR code |
| Checking payments against the statement | 1 to 2 hours a month | continuous automatic matching |
| VAT summary | 2 to 4 hours of assembling | continuously ready in the dashboard |
| Handing documents to the accountant | manual retyping of items | export to the accountant's system |
Where to start if you are new
Do not introduce all ten scenarios at once. The proven order is to start with the first one, receipts by chat, because it needs no setup and you see the result immediately. During the first week add invoice forwarding by e-mail; that covers most incoming documents.
The second step is connecting the bank. Once payments match by themselves, you get an overview of what is paid, and due dates are watched without you. Only then move to the advanced parts: e-invoicing formats, exports to your accountant or the approval workflow if you process documents for several businesses.
If you get stuck, go through the guides and the help centre.
What Kontevia does not do and does not pretend to
Kontevia does not keep full double-entry accounting with a general ledger, does not manage inventory and does not prepare your annual accounts. If you need that, keep your core system and let Kontevia automate the collection, extraction and preparation of documents, which is exactly how accounting practices use it. National e-invoicing and tax platforms are prepared for, not yet connected live in every country; the integrations page states the current position.
Frequently asked questions
How do I start using Kontevia?
Create an account, choose your country and send the first receipt by WhatsApp, e-mail or upload. Early access starts without a payment card; the setup takes a few minutes and needs no installation.
What can Kontevia automate?
Collection of documents by chat, e-mail and upload, extraction of data from receipts and invoices, categorisation, duplicate detection, approvals, invoice due dates, bank reconciliation for selected Czech banks, invoicing with payment QR codes, VAT summaries and exports as CSV, or as Pohoda, Money S3 and ISDOC for Czech companies. E-invoicing, DATEV and Odoo exports and deadline reminders are planned.
Does Kontevia handle the rules of my country?
Partly. VAT rates, thresholds, filing periods and e-invoicing formats for all 27 EU member states come from one reviewed jurisdiction database used on this website and in the free tools. In the app, the most complete country support today is for Czechia; connectors to national e-invoicing platforms are planned.
How much does Kontevia cost?
Plans are Starter, Professional and Business, priced in euro excluding VAT and billed monthly or yearly with two months free on the yearly plan. Documents above the plan allowance are charged per document. The current prices are on the pricing page.
Does Kontevia replace accounting software or an accountant?
No, and it does not try to. Kontevia automates the collection, extraction and preparation of documents, which is the part that costs the most time, and hands the result to you, your accountant or your accounting system. Accounting practices use it as the collection point for documents from their clients.
Try it on your own documents
Start in early access without a payment card. Plans start at the Starter price in euro excluding VAT; see the pricing page for the current prices and allowances.
Updated September 2026