What is one action?
An action is one robot step on the screen: a click, typing text, or checking that something appeared. To know where to click, Aiviro has to look at the screen, and that look is the action. Two more things count: a page of a document, such as an invoice Aiviro reads for you, and a page of text, say an e-mail Aiviro pulls the needed details from. Handling e-mail, files and Excel costs nothing.
Three things that count
Steps on the screen, document pages and pages of text. Everything else the robot does is included in the licence.
One step on the screen
Clicking a button, typing a value into a field, checking a message. Aiviro looks at the screen to find where to click. One step = one action, however much is on the screen.
One document page
An invoice, delivery note, purchase order. Aiviro extracts every field and line item from a page, checks the totals and hands them to the robot. You pay per page, not per field.
One page of text
An e-mail body, a page of a contract or report, an image such as a technical drawing. Aiviro reads the text and pulls out what the robot needs right now: an order number, a date, an amount. Roughly one page of ordinary text is one action.
Steps that don't touch the screen
- e-mail: downloading attachments, sending
- files, Excel, databases
- waiting for an application to load
- PDFs that already contain text (digital, not scanned)
- a screen the robot already knows (see below)
Actions add up per calendar month on your licence. The binding number is in your licence overview; the one you see while building a robot in Aiviro is an estimate.
When a step counts
The robot works like a person: before it clicks, it looks. Every look at a new screen is an action. A screen it already knows, it doesn't read again.
The robot clicks, types or checks
The “Save” button, the “Tax ID” field, a “Done” message. The robot looks at the screen, finds what it needs and takes the step. One step, one action.
The robot already knows the screen
If the screen looks exactly like one it has already seen, say the same empty form for every invoice, or from a previous run, it reuses what it remembered. The step is free.
The screen changed
A window opened, a field got filled, data loaded. The next step is a new look. That's why a five-field form typically costs about five actions.
What counts as a page of text
Anything the robot hands Aiviro to read that isn't a structured document. You pay for the amount of text, not per item: a short e-mail comes to about one action, a five-page contract to about five.
An e-mail body
A customer writes freely: “Order 4471, please deliver by Friday to the Brno branch.” Aiviro pulls out the order number, the date and the place. One message, about one action.
A page of a free-form document
A contract, cover letter, complaint, meeting minutes. Aiviro finds the parties, amounts or deadlines the robot asks for. Each page of text is about one action; a twelve-page contract about twelve.
An image or a drawing
A technical drawing, a photo of a label, a screenshot from a colleague. Aiviro processes the image and the text in it and reads the dimensions, material code or serial number. One image is about two actions.
Why an invoice page is 5 actions and a page of text is 1. From text, Aiviro pulls out only what the robot needs right now. From an invoice it reads the whole structure: every field, every line item, the VAT rates, and it checks the totals. More work, so more actions.
Precisely, text is measured in tokens, the units artificial intelligence reads text in: 1,400 tokens = 1 action, which is roughly one page of ordinary text. It adds up over the month by the actual length of the text, so short e-mails aren't rounded up to whole actions one by one.
Worked examples
Two robots, two processes, step by step. Watch the action count grow with every step.
The robot goes through the mailbox, logs into the ERP and books each invoice from an attachment as a new document (header data). We count the first invoice of the first run, when the robot sees every screen for the first time.
The robot checks the mailbox for a new e-mail. If there is none, the run ends.
The robot starts the application and waits for the login window. Launching and waiting don't count.
The robot sees the login window for the first time, finds the “Username” field and types it. The window changes, the robot looks again and fills in “Password”. Two steps, two actions.
A filled window looks different from an empty one, so the robot looks for the button.
Waiting is free. The action is checking that the main window really appeared.
The robot clicks the module menu in the main window. A list opens, the robot looks again and clicks “Received invoices”. Two steps, two actions.
The robot takes the next e-mail from the mailbox.
The robot checks that the e-mail has an attachment. Without one it moves straight to the next e-mail.
Aiviro extracts the supplier, tax ID, VAT ID, invoice number, all the dates and the total amount. The invoice has 2 pages.
The robot sees the module for the first time. It finds the button and clicks.
An empty document opened. The robot finds the lookup button next to the “Organisation” field.
The lookup window opened. The robot finds the search field and types the tax ID (or the VAT ID or name).
The search results appeared. The robot finds the right row and confirms it.
After the organisation was selected the form changed (name and address filled in). The robot looks again for where to type.
Issue date, transaction date, due date and date of taxable supply. The form changes after each field. Four steps, four actions.
The robot finds the “Total” field and types the amount from the invoice.
The robot looks at the number the system gave the document and remembers it for the report.
The form hasn't changed since the number was read. The robot knows where the button is.
The robot adds a row with the invoice number and the internal document number to the report.
The robot moves on to the next attachment. When there are none left, it takes the next e-mail.
The robot logs into Helios, loads the list of dispatch notes due for invoicing and generates an issued invoice from each. It reads no document or e-mail here; every action is a step on the screen.
The robot starts the application and waits for the login window. Launching and waiting don't count.
The robot finds the “Username” field and types it. The window changes, the robot looks again and fills in “Password”. Two steps, two actions.
A filled window looks different from an empty one, so the robot looks for the button.
Waiting is free. The action is checking that the main window really appeared.
The robot clicks the module menu, a list opens and the robot clicks “Dispatch notes”. Two steps, two actions.
The robot picks the view that shows only dispatch notes due for invoicing. Two steps, two actions.
The robot clears the clipboard, presses Ctrl+A and Ctrl+C and reads the clipboard. Keyboard shortcuts and the clipboard don't count.
From the copied text the robot builds a list of dispatch notes to go through one by one.
If the list is empty, the robot skips to the end of the run.
The robot finds the filter field and types the dispatch series from the list.
The list changed after filtering. The robot looks again for where to type the sequence number.
One dispatch note is left in the list. The robot finds the “Actions” button.
The actions menu opened. The robot finds the item and clicks.
Based on the dispatch series the robot picks the invoice series and confirms. Two steps, two actions.
Waiting is free. The action is checking that the generated invoice opened.
The robot looks at the number the system gave the invoice and remembers it for the report.
The invoice hasn't changed since the number was read. The robot knows where the button is.
The robot adds a row with the dispatch note number and the internal invoice number to the report.
The robot takes the next dispatch note from the list.
The robot sends an e-mail with an overview of the generated invoices.
The robot closes the application with a keyboard shortcut; it doesn't need to find a button.
A prompt asks whether to really close the application. The robot finds the button and confirms.
The numbers are estimates. The same robot on a different system may need more or fewer steps; each extra document page adds 5 actions.
What Aiviro reads from one invoice page
The sample invoice from the first example (the “Read the invoice” step). The highlighted fields reach the robot ready to be written into your system. You pay 5 actions for the whole page, whether it has three fields or thirty.
FAKTURA – daňový doklad č. 2026/0417
| Položka | Množství | Cena/ks | Celkem |
|---|---|---|---|
| Kancelářský stůl 160×80, dub | 6 | 7 490,00 | 44 940,00 |
| Židle ergonomická, černá | 6 | 4 290,00 | 25 740,00 |
| Montáž a doprava | 1 | 3 200,00 | 3 200,00 |
Supplier
Document
Amounts
Line items
12 line items across two pages. The number of items doesn't change the price.
What Aiviro pulls out of text
An invoice has a fixed structure; most of what reaches a company doesn't. From free text Aiviro pulls out exactly the details the robot needs, without a template and in any language. The robot just says what it wants to know.
A customer writes an order as free text, with no form. The robot creates the order in the ERP, even though every customer writes differently.
Dobrý den,
prosím o dodání na stavbu v Brně, Příkladná 12 do čtvrtka 8. 10.:
40 ks sádrokarton 12,5 mm, 15 ks profil CW 50 a 2 kbelíky tmelu, co jsme brali minule.
Fakturujte na Stavby Vzorek s.r.o., číslo objednávky u nás je OBJ-2291. Kdyby něco chybělo, volejte stavbyvedoucímu na 603 123 456.
Díky, Jana Nováková
What the robot gets
- customer
- Stavby Vzorek s.r.o.
- order number
- OBJ-2291
- delivery address
- Příkladná 12, Brno
- deadline
- 2026-10-08
- items
- 40 × plasterboard 12.5 mm
15 × CW 50 profile
2 × filler - contact
- 603 123 456
Notices, reminders, decisions. The robot recognises what kind of letter it is and records against the vehicle, customer or file what needs to be paid or handled.
Výzva k zaplacení určené částky
podle § 125h zákona o silničním provozu. Vozidlo registrační značky 1AB 2345, jehož jste provozovatelem, bylo dne 14. 9. 2026 zaznamenáno při porušení povinnosti stání…
Vyzýváme Vás k zaplacení částky 1 000 Kč do 30 dnů ode dne doručení na účet 1234567890/0100, v. s. 0612004471.
What the robot gets
- document type
- Payment notice
- licence plate
- 1AB 2345
- amount
- CZK 1,000
- due
- 30 days from delivery
- account · ref.
- 1234567890/0100 · 0612004471
All kinds of documents arrive in the mailbox, often in a foreign language. The robot works out what each one is, files it into the right folder or process and pulls out the validity right away.
Freistellungsbescheinigung zum Steuerabzug bei Bauleistungen
gemäß § 48 b Abs. 1 EStG. Hiermit wird bescheinigt, dass die Firma
Holzbau Beispiel GmbH & Co. KG, Hauptstraße 100, 54321 Beispielort, Steuernummer 999/123/45678,
von der Pflicht zum Steuerabzug befreit ist. Diese Bescheinigung gilt vom 01.08.2026 bis 31.07.2028.
What the robot gets
- document kind
- tax exemption → “Certificates” folder
- company
- Holzbau Beispiel GmbH & Co. KG
- tax number
- 999/123/45678
- issued
- 2026-07-31
- valid until
- 2028-07-31
A drawing as an image or a scan. Aiviro processes the image and the text in it, hence about two actions. The robot reads the drawing number, material and dimensions and prepares a quote or a production order from them.
What the robot gets
- drawing number
- VK-2031-04
- part name
- Clamping flange
- material
- S235JR
- dimensions
- 200 × 140 × 12 mm
- holes
- ⌀68 H7, 4× ⌀14
- tolerance · roughness
- ±0.1 · Ra 3.2
You pay for the amount of text, not the number of details pulled out: a page of text is about 1 action; an image with text, such as a drawing, about 2: 1 for the image and 1 for the text Aiviro reads in it. Whether the robot wants two details or twenty.
How many actions will you use per month?
Enter your own numbers, or start from one of the examples above.
invoices, dispatch notes, orders – how many times the robot runs the process
5 actions per page
e-mail body, cover letter; about 1 action per page, an image with text about 2
clicks, typing, checks; 1 action each, the count depends on the application
illustrative, enter your own plan
left 15 800
Where you see your usage
While building a robot
In the Aiviro app's status bar while you build and test the robot. It counts from when the app started; it's an estimate.
Report after a run
The e-mail the robot sends when it finishes can include the number of actions and pages processed in that run.
Licence overview
comingUsage of the whole licence for the current and previous month, split into screen steps, document pages and text. This number is binding.
Want to estimate usage for your specific process?
Send us a description of the process or a short screen recording. We'll walk through it with you step by step and estimate the monthly number of actions.