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Use Case
Most invoices that flow through AP follow the same pattern: they arrive, get extracted, get matched against a PO, and route to an approver based on rules your finance team already knows. The work is repetitive and rule-based. It just requires a person to do it.
We build AI invoice approval workflows that read incoming invoices, extract and validate the data, match against POs and contracts, flag discrepancies, route to the right approver, and push approved invoices to your ERP, with a full audit trail and humans involved only for exceptions and approvals.
Tell us your monthly invoice volume and ERP.
Six components that together automate the AP workflow from invoice arrival to ERP posting, with humans in the loop for exceptions and approvals.
Invoices arrive via email attachment or upload portal. The system ingests PDFs and images, handles multiple invoice formats, and queues each one for processing automatically.
Invoice data (vendor name, invoice number, line items, amounts, dates, PO references) is extracted using layout-aware OCR. Each field gets a confidence score.
Extracted invoice data is matched against open purchase orders and contract terms. Three-way matching (invoice, PO, and receiving record) is supported where your process requires it.
Invoices that don’t match (different amounts, missing PO numbers, duplicate invoice numbers, or line items that exceed contract rates) are flagged before routing, not after approval.
Approved invoices route to the right approver based on your defined rules: invoice amount, department, vendor category, or spend type. Approvers get a one-click approval link with the invoice and match details.
Approved invoices push directly into your ERP. Every invoice has a complete audit trail: who processed it, who approved it, what was matched, and what discrepancies were flagged.
From invoice arrival to ERP posting, the full sequence.
Invoice arrives via email or upload
Vendors email invoices to a monitored inbox or upload them to a portal. The system picks them up automatically, no manual filing required.
OCR and data extraction
Invoice fields are extracted and structured: vendor, invoice number, line items, totals, PO reference, and payment terms. Low-confidence fields flag for review.
PO matching
The extracted invoice is matched against open POs and contract rates. Matching status (full match, partial match, no match) is determined before routing.
Discrepancy detection
Amount mismatches, duplicate invoices, missing references, and pricing discrepancies are flagged with the specific issue noted. Flagged invoices go to an AP reviewer, not to an approver.
Routed to approver
Clean invoices route to the approver defined by your rules. The approver receives an email with the invoice, the match summary, and a one-click approval button.
Approved and pushed to ERP
The approver clicks approve. The invoice posts to your ERP with vendor, amount, cost center, and GL code. The original invoice and audit trail are archived.
The right fit is a finance team processing meaningful invoice volume with a defined approval process and a PO discipline in place.
Teams where most of the AP workload is routing clean invoices through an approval process that follows predictable rules. The AI handles the routing; the team handles the exceptions.
Controllers who need consistent enforcement of approval authority limits, PO matching requirements, and three-way matching, without relying on individual AP staff to apply those rules correctly every time.
Organizations where invoices sit waiting for approval because the routing is manual and approvers don’t know what needs their attention. Automated routing and reminders fix the queue problem.
Companies preparing for an audit who need a complete AP audit trail, or scaling organizations where AP volume is growing faster than headcount.
We’d rather tell you upfront than take a project that won’t deliver the result you need.
Fewer than 50 invoices per month
Below this volume, the automation setup cost doesn’t justify the time saved. A well-organized approval process in your email client or a basic AP tool handles low volume adequately.
Companies without a consistent PO process
PO matching requires POs. If your purchasing process doesn’t consistently generate purchase orders before invoices arrive, the matching component won’t work. Establish the PO discipline first.
Tell us your monthly invoice volume, your ERP, and your current approval process. We’ll reply within one business day with a rough scope and price range.