The problem we set out to solve
The shoebox
A bag of receipts arrives at year end. Some are faded, some are missing, none are in order.
Manual data entry
Vendor names, amounts, and VAT numbers typed into spreadsheets. Every receipt. Every client. Every quarter.
Missing VAT claims
Without a supplier VAT number on the receipt, the reclaim cannot be made. Reclaimable VAT goes unclaimed.
How it works
Create a client
Add the client in your dashboard. They receive a unique capture link, a six character code, and their own ingest email address. No app to install. No account to create.
Receipts are photographed
The client opens the link on their phone and takes a photo. The capture page works offline and syncs when a connection returns.
Or invoices are forwarded by email
Each client has a unique ingest address (for example, smith.yourfirm@luca.mobi). PDF invoices, supplier receipts, and utility bills can be forwarded directly. PDF, image, DOCX, and XLSX attachments are supported.
The data is extracted
Date, vendor, amounts, VAT rate, supplier VAT number, category, and line items are read from each receipt and stored as structured records.
Review and export
Receipts appear in your dashboard, categorised, with the image and the extracted data side by side. Adjust anything that needs adjusting and export to your accounting system.
Capabilities
VAT returns
Receipts grouped by period (quarterly for the UK, bi-monthly for Ireland), split by VAT rate. Missing supplier VAT numbers are flagged and at-risk amounts are highlighted before submission.
Bank reconciliation
Upload a bank statement CSV. Transactions are matched to receipts by amount and date. Matched, missing, and unresolved items are listed separately for review.
Export to your software
Export to Sage 50, Xero, QuickBooks, Surf Accounts, and Big Red Book. Field mappings and tax codes are configured for each format and ready to import.
Learns from corrections
When a category is changed, the correction is remembered. The next time the same vendor appears, it is already categorised correctly.
Practice dashboard
Every client appears on a single dashboard with status indicators. Who is up to date, who has missing VAT numbers, and who needs to be followed up are all shown at a glance.
Nothing to install
The client opens a link in their browser and takes a photo. There is no app, no account, and no training. The capture page works offline.
Email ingest
Each client has a dedicated ingest address. PDF invoices, supplier confirmations, and utility bills can be forwarded directly and stored alongside photo captures.
How your data is handled
luca holds client financial records. The handling of that data is governed by the principles below.
GDPR aligned
Data is stored in the EU. Records are encrypted in transit and at rest. API keys are protected with AES-256-GCM. Passwords are hashed with bcrypt. Data is never sold or shared with third parties.
Choice of AI provider
Use the managed luca service, bring your own API key (Claude, GPT-4o, Gemini), or run a local model with Ollama. Where client data is processed is your decision.
Self hosting
luca can be installed on your own infrastructure. Receipt images and client records never leave your server. Suitable for compliance driven practices and larger firms.
Pricing
Start on the free tier. Move up as the practice grows. Bring your own AI provider, or run luca on your own infrastructure.
Managed service
| Tier | Clients | Includes | Price | |
|---|---|---|---|---|
| Free | 2 | 30 receipts a month, AI extraction, email ingest, CSV export, VAT returns | £0/mo | Get started |
| Starter | Up to 10 | All export formats, VAT returns, bank reconciliation | £19/mo | Start a trial |
| Practice | Up to 30 | Everything in Starter, plus priority support | £39/mo | Start a trial |
| Practice Plus | Up to 75 | Everything in Practice | £69/mo | Start a trial |
Self managed
| Tier | Capacity | Includes | Price | |
|---|---|---|---|---|
| Bring your own AI | Unlimited | Your API key (Claude, GPT-4o, Gemini, Ollama). You choose the model and control the cost. | £19/mo | Get started |
| Self hosted | Unlimited | Perpetual licence on your own server. Updates £99/year. Managed setup £999. | £999one off | Contact us |
Self-Hosted requirements
Self-hosted luca requires a production-grade server environment. This is not a tool you run from a laptop or a NAS in the office.
Server specification
Dedicated VPS or bare metal. Minimum 2 vCPU, 4GB RAM, 200GB SSD storage (recommended: 4 vCPU, 8GB RAM, 500GB SSD). Ubuntu 24.04 LTS or equivalent. No shared hosting. Plan ~3MB per receipt for storage capacity.
Network
Static IP address, dedicated domain name, reliable internet connection (minimum 10Mbps symmetric). SSL certificate (free via Let's Encrypt). Datacentre hosting strongly recommended.
AI provider
An API key from Anthropic (Claude), OpenAI (GPT-4o), Google (Gemini), or a local Ollama instance. You choose the provider, model, and control the cost directly.
Software
Node.js 20+, nginx reverse proxy, PM2 process manager, automated daily backups. All included in the managed setup.
Managed setup service · £999
We handle the entire deployment so you can focus on your practice. The setup service includes:
Server provisioning
We provision your VPS, harden the operating system (SSH keys, firewall, fail2ban, automatic security updates), and configure the network.
Application deployment
Full luca installation: nginx, SSL, database, process management, automated backups. Configured and tested end to end.
AI configuration
We connect your chosen AI provider, test extraction accuracy, and import your existing client list if you have one.
Training session
Remote training session for your team covering the full workflow: client setup, receipt capture, review, VAT returns, and export. Documentation handover included.
Datacentre-hosted deployments are included in the £999 fee. On-premise deployments (your office, your hardware) carry an additional travel charge at cost.
Ready when you are.
Create your firm account, add a client, and share their capture link. The free tier covers two clients and 30 receipts a month.