Home / Work / Vendor invoices into accounting, without retyping
Vendor invoices into accounting, without retyping
Invoices from a shared inbox are read, matched to purchase orders and drafted as bills. Only exceptions reach a person.
- Use cases
- Document processing · Data entry between systems
- Connects to
- Shared inbox, Accounting system, Purchase orders, Vendor list
- Starts with
- Free assessment, then a 2-week prototype
Example projects show how we would approach common requests. The companies, screens and data are samples designed by our team, not client work. For delivered work, see our case study.
Every invoice, already read
The AP inbox becomes a list: vendor, amount, PO and status, with problems such as no PO or a likely duplicate flagged on arrival.
Sample design · sample data
Where the hours go today
A distributor receives a few hundred vendor invoices a week as PDF attachments, some of them scanned. Two people in accounts payable open each one, find the purchase order, check the amounts and type the bill into the accounting system. Month-end is a scramble, and duplicates sometimes get paid.
The goal: Have the routine invoices drafted automatically, and give the AP team only the ones that need a decision, with the reason already explained.
How the automation works
- Watch the AP inbox and collect every invoice attachment, including scans and photos
- Read vendor, invoice number, dates, line items, tax and total. Fixed rules handle known vendor layouts, and an AI model reads the rest
- Show the page and the exact words each value came from
- Match each invoice to its purchase order and goods received, line by line
- Flag anything unusual: over the PO tolerance, no PO, unapproved vendor or a likely duplicate
- Create the draft bill in the accounting system once the invoice is approved
What your team still decides
The AP team checks drafts and decides every exception. Approval limits stay as they are today, and nothing is paid automatically. Totals and tolerances are calculated by the software, not by the AI.
How we’d know it’s working
- Field-level accuracy on a set of past invoices
- Minutes spent per invoice, before and after
- Share of invoices that still need a person
- Duplicates and over-PO invoices caught
We agree the bar with you before the prototype starts. If it isn’t met, you stop there.
Other projects
A website chatbot that answers questions and books visits
A chatbot on the company website answers questions from the company’s own pages, checks the service area and books appointments, with a person on call for anything else.
See how it works →
An order-support agent that acts, and knows when to stop
An AI agent checks orders, shares tracking and opens tickets in the help desk. Refunds and exceptions go to a person with the case already prepared.
See how it works →
Service requests sorted, and a summary every Monday
Requests from email and web forms are sorted by type and urgency, routed to the right team with a draft reply, and summed up for managers each week.
See how it works →
Answers from your own documents, and a smarter customer portal
Staff ask questions in plain words and get answers that cite your procedures. Customers fill in warranty claims by uploading a nameplate photo.
See how it works →Read our delivered case study: AI document intake for a construction-lien SaaS →
Want something like this?
Tell us about it. On the free assessment we’ll look at your real examples and give you an honest view of what AI can take on.