ERP Quote-to-Cash for SMEs: from quote to payment with AI

The Problem: Fragmented Tools

A typical SME in Spain uses between 3 and 5 different tools to manage its sales cycle. One program for quotes, another for invoicing, a spreadsheet for tracking payments, and separate accounting software. This fragmentation creates real problems:

• Duplicate data: the same client is entered 3 times in 3 different systems
• Transcription errors: an accepted quote is manually re-typed into the invoice
• Tax chaos: the VAT charged does not match the VAT paid because expenses are elsewhere
• Lost time: quarterly closing becomes an exercise in digital archaeology

The Solution: Integrated Quote-to-Cash Pipeline

BionicAdri implements a continuous flow where each document automatically generates the next:

PGC Accounting: Automatic Double Entry

Each transaction in BionicAdri automatically generates the corresponding accounting entries according to the Spanish General Accounting Plan. No accounting knowledge is necessary: the system knows that when issuing an invoice it must debit account 430 (Customers) and credit 705 (Sales) and 477 (output VAT).

The result: a balance sheet, profit and loss account, and trial balance updated in real time, without the need for manual intervention.

AEAT Taxation: Modelos 303, 347 and 390

Tax management is one of the areas where SMEs waste the most time. BionicAdri automates the preparation of the three main tax models:

• Modelo 303 (quarterly VAT): automatic calculation of VAT accrued minus VAT paid, with breakdown by tax rates. Deadlines: Q1 until 20 April, Q2 until 20 July, Q3 until 20 October, Q4 until 30 January
• Modelo 347 (transactions with third parties): automatic identification of suppliers and customers with transactions exceeding 3.005,06 EUR per year. Mandatory quarterly breakdown
• Modelo 390 (annual VAT summary): automatic generation from the four quarterly 303s, with consistency verification. Deadline until 30 January

The system includes configurable alerts that notify you 15 days in advance before each tax deadline, to help you not forget any deadline.

VeriFactu: Mandatory Electronic Invoicing

The new AEAT regulations require billing systems to guarantee the integrity and immutability of invoices. BionicAdri includes the VeriFactu technical elements as standard:

• Hash chaining of invoices to guarantee the integrity of the series
• Tested with an accepted submission in the AEAT test environment; actual submission to AEAT is not yet available
• Recording of billing events in accordance with the technical specification
• Support for corrective invoices and cancellations

Expense Management with OCR and AI

Expenses are the other side of the tax equation, and traditionally the most tedious. BionicAdri uses the ADRI vision agent to automate the capture:

• Smart OCR: photographs of receipts or supplier invoices are automatically converted into accounting records. The vision agent extracts supplier, CIF, taxable base, VAT and total
• Automatic categorisation: the supervisor agent analyses the description and assigns the expense category and the corresponding PGC accounting account
• Tax deduction: automatic calculation of the deductible percentage according to the taxpayer's regime (self-employed or company) and the expense category, with 32 configured deduction types

Suppliers and Purchase Orders

The supplier module lets you manage the entire purchasing cycle: from searching for new suppliers (with ADRI's help, which scans the web to find competitive alternatives) to tracking deliveries and reconciling payments.

Purchase orders have a configurable approval flow and automatically generate accounting entries when receipt of goods is confirmed.

Sales Commissions

For sales teams, BionicAdri manages commissions automatically:

• One-off commissions: when a quote is accepted, the commission is generated according to the product type (service 15%, subscription 10%, product 5%)
• Recurring commissions: for monthly subscriptions, automatic commission on the 1st of each month
• Approval flow: pending, approved, paid. Bulk operations to manage large teams

What the BionicAdri ERP includes

• Integrated Quote-to-Cash: quote, order, invoice and payment in a single flow.
• Automatic PGC accounting with entries for every transaction.
• Invoicing with VeriFactu fingerprint and QR (actual submission to AEAT is not yet available).
• AI expense OCR (ADRI Vision) and AI supplier search.
• Tax forms: data preparation for Modelo 303, 347 and 390.
• Integrated CRM with AI.

Financial Analysis with AI

Beyond operational automation, ADRI acts as a financial analyst. The supervisor agent can:

• Analyse the evolution of income and expenses by period, detecting trends and anomalies.
• Generate profitability reports by customer, product or service line
• Alert about liquidity problems before they become critical
• Suggest tax optimisations based on the business's spending pattern
• Generate personalised payment reminders via the messaging agent

Real-Time Dashboard

The ERP dashboard shows 5 key indicators updated in real time: monthly invoicing, accumulated expenses, net result, invoices pending payment and overdue invoices. A 12-month chart compares income with expenses, and a recent activity feed shows the latest transactions from the whole team.

The accounting and tax tabs let you view the balance sheet, the profit and loss account, and the status of tax forms without leaving the dashboard.

Conclusion

An ERP for SMEs should not require a consultant for implementation or a dedicated accountant for daily operations. BionicAdri shows that it is possible to have a complete Quote-to-Cash pipeline, automatic PGC accounting, integrated AEAT taxation and invoicing ready for VeriFactu in a system designed so that any SME can start using it with little adaptation.

AI does not replace the tax adviser, but it does reduce much of the manual work that consumes their time. And that translates into fewer errors and more time for what matters: growing the business.

Want to see how it works? Request a demo or write to us at [email protected].

• ERP
• Quote-to-Cash
• VeriFactu
• PGC accounting
• AEAT taxation
• PYME