Accounting firms with 10 to 50 staff on Odoo · Belgium and France
Let AI handle supplier bills. Keep control, and the proof.
The AI proposes, your rules decide, a named reviewer approves exceptions. Every action, approval and refusal leaves a signed receipt you can check offline, without us.
Enter three figures. The calculation runs in your browser; nothing is sent or stored.
Security and architecture: your data stays with you
What is in place in every pilot. You can check each point yourself.
A structured, documented and auditable way of delivering: each step is recorded, and the handover is signed off by your firm.
The AI runs in your own EU cloud
The AI model and the gateway run on a server in your firm's own cloud account in the EU: Scaleway by default, paid by you and under your control. Your bills are processed there; they are not sent to VitaProof.
VitaProof holds no client content
Receipts and marks record only structure (who acted, as an identifier; in which role; through which approval path) and commitments keyed with a secret only you hold. Never invoice data: no amounts, no suppliers, no lines.
No VitaProof access after handover
Setup runs on test data with a temporary key that you create. At handover you delete that key; a check lists every resource in your cloud account, confirms our setup access is gone and records it, before any client data is loaded. There is no break-glass access.
Signed updates that you accept
Every update is a signed package, recorded in a public transparency log (Sigstore) with build provenance (SLSA). Your approver sees the change and must accept it before it installs, and you can always roll back.
Your firm's auditor can review the source code and architecture on request, under a non-disclosure agreement. Setup guides and checklists in French, Dutch and English.
Maintained remotely, without access to your data
No remote access to your systems is needed. Our maintenance agent publishes signed releases and fix recipes: a fixed set of allowed operations (change a setting, update rules, restart, roll back, run a self-test), with no shell and no way to run arbitrary commands or read your data.
The updater in your environment installs them only after your approver accepts them, and can roll back.
What leaves your environment: the keyed commitments described above and health codes (for example "Odoo login refused"), with no content. A log-hygiene check makes sure no client content leaves through logs.
If something breaks, we reproduce it on a synthetic bill with the same shape and fake values, never on your document.
The witness service is hosted on Google Cloud in Belgium (region europe-west1). It receives no client data: only cryptographic fingerprints (keyed commitments) of the processing structure, which cannot be linked to your data without the key that only your firm holds.
What VitaProof does
A gateway installed in your infrastructure, between your AI tools and your books, plus the human side that makes it work.
Control
The AI proposes; your rules decide (thresholds, vendors, amounts). Above your threshold, a named reviewer approves or refuses; no answer within the time limit counts as a refusal.
Proof
A signed receipt (Ed25519) for every action, approval and refusal: what the AI proposed, under which rule, who decided. Checkable offline, without VitaProof. Checkpoint hashes are countersigned and anchored by a witness run by VitaProof, which receives structure only, never client data.
Clear roles, a one-hour reviewer briefing, an AI charter applied in the workflow, and a monthly review that sorts each miss into AI, human, process or tool.
What you don't get from Odoo, Pennylane or Dext alone
These tools do their job well. VitaProof sits on top; it replaces none of them.
Odoo's audit trailaudit log and data inalterability
✔ Logs changes and locks posted entries with a hash chain.
➜ Doesn't by itself set one approval rule across all your AI tools, or keep a receipt of what the AI proposed and what was refused that you can check outside Odoo.
What VitaProof adds: one rule set across your tools, a named reviewer for exceptions, signed receipts checkable outside any single tool, and the human side (roles, briefing, monthly review).
How the pilot works
Free diagnostic (20 minutes). Your need, your volumes, your minutes per bill, your AI-use rules. Within 48 hours, a written report with your figures, yours to keep even if you go no further.
Proposal presented live. Three options (Good, Better, Best), each built on the value found in the diagnostic, so you can start small and scale. The price appears only in the proposal.
4-week pilot in stages, on an Odoo 18/19 test database. It starts in a sandbox on synthetic test bills that you can check, then moves to a limited set of anonymised bills (or real bills only with your client's written consent, because of professional secrecy). You audit precision and rules before any live production use. One workflow (supplier bills), your thresholds, a named reviewer, a before-and-after measurement.
Results note backed by the signed receipts. If the agreed target isn't reached, you stop there. If you continue within 3 months, the pilot fee is credited to the next phase.
To start before the closing season, the pilot needs to begin before mid-December.
What we do not promise
No certification, and no claim of compliance with the EU AI Act, GDPR or any professional rule. The pilot produces evidence of supervision; whether it meets a given rule is for you and your adviser to judge.
The vendor-bill connector has been tested on Odoo 18 and 19, on test databases; your pilot may be its first use at a firm.
No access applies after handover: during setup we use a temporary key that you create, on test data only. If you choose to send us a document, it is covered by the data processing agreement, not by this design.
The witness that countersigns checkpoints is run by VitaProof; it is not an independent third party.
No guaranteed savings: the hours above are estimates; the pilot measures yours. No tax advice.
Who is behind VitaProof
I'm Youssef Asqarray, founder of VitaProof. I come from R&D tax consulting at Leyton, where I learned to document technical work so that an auditor or adviser can follow it. I built VitaProof's gateway so that AI acts inside written rules and every action leaves a verifiable trace.
Let's start with your numbers
20 minutes, no sales presentation: you leave with an estimate of what the problem costs you.
VitaProof