Accounting Automation System (OpenClaw / OpenClaw)

Accounting Automation System (OpenClaw / OpenClaw)

Project Overview

The objective of this project is to implement a fully automated accounting workflow using OpenClaw and OpenClaude. The system will process invoices and financial data end-to-end – from document ingestion to tax-ready outputs – within a secure, self-hosted environment.

The solution ensures data sovereignty, high automation, scalability, and full traceability for audit and tax purposes, while minimizing manual interaction (“zero-touch accounting”).

Scope of Work

1. Infrastructure & Setup

• Installation and configuration of OpenClaw in a Docker-based environment - Server
• Setup of OpenClaw for intelligent document processing
• Implementation of webhook-based triggers for automated document ingestion
• Integration with email accounts for automatic invoice intake
• System designed for multi-tenant capability (reuse for multiple companies)

2. Document Processing (OCR & Extraction)

• Automated processing of invoices (PDFs and images)
• Intelligent OCR using OpenClaude (vision-based extraction)
• Extraction of key data:
• Vendor / supplier details
• Invoice number and date
• VAT / tax information
• Amounts and currencies
• Suggestion of appropriate G/L accounts (SKR03)
• Processing of latest document versions, including updates/replacements
• Support for email-based ingestion and manual dashboard upload (fallback option)

3. Banking Integration & Reconciliation

• API integration for automated bank statement retrieval (PSD2 / FinTS)
• Automated matching of invoices with incoming/outgoing payments
• Identification and flagging of mismatches
• Generation of payment status reports (twice weekly)

4. Accounting Logic

• Automated account assignment based on SKR03
• Generation of booking records / accounting lists
• Duplicate detection (invoices and payments)
• Preparation of VAT and tax-relevant data
• Self-learning capability:
• Historical bookings (last 2 years) can be used to train the system
• Improves accuracy of automated postings over time
• System must function independently of historical data (fallback to standard SKR03 logic)

5. Workflow Automation

• Automated sending and reseving of outgoing invoices
• Payment monitoring and reminders:
• Reminder 3 days before due date
• Reminder 3 days after due date
• Automated dunning processes
• Exception handling for unclear or incomplete cases
• Monthly tax report generation
• Weekly reports:
• Payment overview
• Outstanding/unpaid invoices

6. Compliance & Traceability

• Full logging of all transactions and actions
• End-to-end traceability (document → payment → booking)
• Audit-ready structure for tax and compliance requirements

7. Dashboard & Monitoring

• Implementation of a user-friendly dashboard with:
• Document processing status
• Payment matching
• Outstanding invoices
• Errors and exceptions
• Upload/download interface for manual document handling
• Central control interface (no complex AI interaction required)

Technical Approach

The system will be designed as a zero-touch accounting workflow, minimizing manual intervention.

Core Capabilities

• Automated document understanding
• Real-time financial reconciliation
• Scalable and secure processing
• High accuracy accounting automation

Technology Stack

• Backend: Node.js (NestJS)
• OCR + AI: OpenClaude pipeline
• Database: PostgreSQL / MySQL
• Queue / Worker: Redis + Celery or BullMQ
• Storage: S3-compatible (MinIO)
• Frontend: React dashboard
• Deployment: Docker Compose
• Integration: TAXflow App

Expected Outcome

A fully automated, scalable, and audit-ready accounting system that:

• Processes invoices and financial documents automatically
• Matches transactions with minimal manual input
• Ensures compliance and transparency
• Provides a reliable foundation for tax reporting
• Generates:
• Weekly payment and outstanding invoice reports
• Monthly tax reports
• Learns from historical data to improve SKR03-based postings

Additional Considerations

• Multi-company capability:
• System can be reused for multiple entities
• Defined process for cloning/replicating environments
• Flexible document intake:
• Dedicated email inbox (recommended)
• Manual upload via dashboard as backup
• Data export capabilities:
• CSV
• Excel
• PDF summaries
• Accounting lists and tax reports

Communication & System Usage

User Interaction

No complex AI interaction is required. The system will be accessible via a simple dashboard interface, allowing users to:

• Upload documents
• Track processing status
• Review exceptions
• Monitor unpaid invoices and reminders
• View matched payments and booking suggestions

Optional Extensions

• Email-based communication with the system
• Optional integration of messaging tools (e.g., Telegram) if required

Project Execution Plan (Milestone-Based)

The project will be structured into the following phases:

1. Setup & Architecture
• Server setup, infrastructure, and base system
2. Document Intake & OCR Workflow
• Email integration, OCR, data extraction
3. Bank Integration & Matching
• Payment reconciliation and reporting
4. Accounting Logic & Automation
• SKR03 logic, reminders, dunning, dashboard
5. Testing & Optimization
• Error handling, accuracy improvements
6. Final Handover
• Documentation, deployment, training

💡 Payment will be linked to completed milestones (sprint-based structure).

Requirements from Client

To build the system, the following inputs are required:

• Server access or hosting details
• Preferred email account for invoice intake
• Sample invoices, bank statements, and document formats
• Accounting rules / SKR03 preferences
• Information about outgoing invoice processes
• API access details for banking or related systems
• Preferred dashboard language and workflow preferences