The usual way
You type everything by hand
- Open the invoice, type the supplier and the date
- Enter every item, quantity and price line by line
- Re-check VAT and the total after each change
- Scan the invoice, then attach it to the document
New · Rafiq is free on every plan
AI data entry for accounting Rafiq prepares it, you approve it
Snap a supplier invoice or type your request in ChatGPT or Claude, and Rafiq prepares the draft inside its module in 123 ERP with the customer, items, quantities, prices and attachment. You open it, review it, and approve it in one click.
- Works with ChatGPT and Claude
- Nothing approved or posted without you
- Your permissions and branches
From a photo or a sentence to a draft in its module
Stop copying line by line. Ask the way you would ask a colleague, and Rafiq writes the document in the right place.
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Type or snap
In ChatGPT or Claude: “Create a purchase invoice from this photo”, or “Payment voucher, SAR 1,250, electricity bill, Jeddah branch”.
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Rafiq prepares the draft
It finds the customer or supplier and the items in your system, prepares the draft inside its module, attaches the file, and gives you its link.
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Review and approve
Open the draft in its own screen, or ask the assistant to change it, then approve. The final say is always yours.
Manual entry vs. Rafiq
With Rafiq
A photo and a sentence. The rest is ready.
- Send the photo and your request from your phone
- Supplier and items are matched to your system
- VAT and the total are calculated in the draft
- The photo is attached to the draft automatically
- You keep the part that matters: review and approval
What can Rafiq enter for you?
Your everyday documents in sales, purchasing, accounting and more, up to 200 lines per draft, depending on your plan and permissions.
Purchase invoices from a photo
Snap the supplier invoice with your phone and it becomes a purchase invoice draft with the supplier, items, quantities and prices, with the photo attached.
Sales invoices and quotations
A sales invoice, quotation or sales order from one sentence, or from a photo of the customer's purchase order.
Purchase orders and requests
A purchase order for a supplier or an internal purchase request, created pending approval so it follows your usual approval cycle.
Journal entries and vouchers
A journal entry with its accounts, or a receipt or payment voucher from a receipt or a service bill, ready for the accountant's review.
New customers, suppliers and products
If the customer or item isn't there yet, it shows you the details, adds it once you agree, then completes the document.
Real estate, construction and manufacturing
Rental contracts, construction contracts with their progress certificates and change orders, manufacturing orders and end-of-service settlements.
Write the way you talk
In Arabic or English, from your computer or the assistant's app on your phone. Requests Rafiq prepares:
Here's the supplier invoice. Create a purchase invoice and attach the photo.Purchase invoice draft + attachment
Sales invoice for Afaq Trading: 20 boxes of A4 paper at SAR 95.Sales invoice draft
Payment voucher, SAR 1,250, electricity bill for the Jeddah branch.Payment voucher draft
New customer called Al-Nukhba Est. Add them and prepare a quotation with these items.Customer added after you agree + quotation draft
Entry for November office rent, SAR 4,000, paid from the bank.Journal entry draft
Change the quantity on line two to 30 and set the date to yesterday.Edit an existing draft before approval
AI prepares. You decide.
Rafiq saves you the typing, not the review. No invoice is approved, no entry is posted and no stock moves until you approve it yourself.
Drafts only
Everything it prepares stays a draft in its module; purchase orders and requests wait for approval. Nothing is approved or posted automatically.
Your permissions and branches
It sees only what you can see, and it can't add anything in a module where you can't.
You set the scope
Pick the data areas it may use when you connect; mobile numbers and emails are masked by default; revoke the connection any time and access stops at once.
Every action logged
The Rafiq activity log shows everything it prepared and when, and a repeated request never creates the same document twice.
Not just data entry: ask your system
Rafiq reads your reports in the same chat: this month's sales, a customer or supplier statement, overdue invoices, stock in each warehouse, the balance sheet, income statement and VAT return, within your permissions.
- “What are this month's sales?”
- “Which customers are overdue?”
- “How much of this item is in each warehouse?”
- “Show me the supplier statement”
Connect Rafiq in minutes
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Open Rafiq in Settings
You'll find the connection link and step-by-step instructions for ChatGPT and Claude.
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Add it to your assistant
In Claude from Connectors, in ChatGPT as a custom app, then sign in with your 123 ERP account. No keys to copy.
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Choose areas, enable drafts
Pick the data areas it may use, turn on “Allow creating drafts”, and send your first request.
AI data entry: frequently asked questions
What is Rafiq?
Rafiq is a 123 ERP feature that connects the system to your AI assistant (ChatGPT or Claude) over the MCP protocol. You type a request or send a photo of a document in the chat, and Rafiq prepares the draft inside its module in the system and reads reports and account statements for you, with your own permissions and branches.
Does Rafiq approve invoices or post entries automatically?
No. Every invoice, entry or voucher Rafiq prepares stays a draft in its module until you review and approve it yourself, so no balance or stock changes before you agree. Purchase orders and requests are created pending approval.
Can Rafiq enter a supplier invoice from a photo?
Yes. Send the invoice photo in the chat; the assistant reads it and Rafiq prepares a purchase invoice draft with the supplier, items, quantities and prices, and attaches the photo: directly when the assistant supports it, or through a secure temporary upload link. Up to 3 files per draft, 5 MB each. Review the lines before approving.
Which AI assistants does Rafiq work with?
ChatGPT and Claude. In ChatGPT it is added as a custom app from developer mode; custom apps depend on your ChatGPT plan and workspace settings. In Claude it is added as a custom connector. Either way you sign in with your 123 ERP account, with no keys to copy.
Is my data safe with Rafiq?
Rafiq works only with your account's permissions and branches, you choose which data areas it may use, mobile numbers and emails are masked by default, revoking the connection stops access immediately, and every operation appears in the Rafiq activity log. What Rafiq returns to the chat reaches the provider of the assistant you chose.
How much does Rafiq cost?
Rafiq is free on every 123 ERP plan and during the free trial. Your ChatGPT or Claude subscription itself is with the assistant's provider.
What if the customer or product is not in the system yet?
The assistant shows you the new customer, supplier or product details, and after you agree Rafiq adds it to the system and completes the draft. It is added with no opening balance, journal entry or stock movement.
Which documents can Rafiq prepare?
Sales and purchase invoices, quotations, sales orders, purchase orders and requests, journal entries, receipt and payment vouchers, rental contracts, construction contracts, progress certificates and change orders, manufacturing orders and end-of-service settlements, depending on your plan and permissions. Up to 200 lines per draft.
Spend less time on data entry, more on decisions
Try 123 ERP free for 14 days with every module unlocked. Rafiq comes with every plan at no extra cost.