AI Accounts Payable Automation
Supplier invoices processed without anyone retyping them
Invoices arrive by email, as PDFs, as scans and as portal downloads, and someone on your team types each one into the accounting system, checks it against the purchase order and chases the approver. We build an AI accounts payable process that does that work inside the system you already use. It reads each invoice, checks the supplier, amounts and line items against your purchase orders and receipts, codes it to the right accounts, and posts it as a draft for approval. Anything that does not match goes to a person with the reason attached.
- 01
Invoices entered within hours of arriving, not days
- 02
Every invoice checked against the purchase order and the receipt before it is posted
- 03
Duplicate invoices and changed bank details flagged before anyone pays
- 04
Your team spends its time on exceptions and supplier questions, not data entry
What it covers
Invoice capture
Invoices collected from your accounts payable inbox, scanned mail, shared folders and supplier portals, in any layout and in any common file type.
Two-way and three-way matching
Each invoice checked against the purchase order, and against the goods receipt where you have one, with price and quantity tolerances you set.
Coding and posting
Lines coded to your chart of accounts, classes and locations, learned from how your team coded past invoices, and posted to QuickBooks, Xero, NetSuite, Sage or your ERP.
Approval routing
Invoices routed to the right approver by amount, department or supplier, with reminders, so nothing sits in an inbox for a week.
Fraud and duplicate checks
Duplicate invoice numbers, changed bank details and unknown suppliers held for a person before anything is approved for payment.
Exception queue
A clear queue of the invoices that need a decision, each with what did not match and a suggested fix, so your team clears them in minutes.
What lands in your hands
Everything is built on your accounts and handed over with documentation. You own it from the first day.
- 1A working accounts payable process connected to your inbox and your accounting system
- 2Matching and coding rules written down and agreed with your finance team
- 3An exception and approval queue your team can work from
- 4Test results on a sample of your own past invoices before go-live
- 5Documentation and a handover session for your finance team
Asked before we start
No. It prepares and posts invoices for approval. Payments are released by a person in your accounting or banking system, the same as today.
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Book a free 30-minute call about the work. You get an honest read on what we would build and a written quote.