When invoices still get keyed in by hand.
Invoices arrive by email, PDF and sometimes paper. Someone opens each one, types it into accounting, hunts for the purchase order and chases an approval. Month-end is a crunch every time.
How you know it's time.
- A person types every invoice into your accounting system.
- Matching invoices to purchase orders is a manual hunt.
- Approvals live in email, so payments run late.
- Duplicate or wrong invoices slip through now and then.
It isn't anyone's fault.
Every supplier formats invoices differently, and older tools needed every one to look the same. Modern AI reads messy invoices well, but somebody still has to design the checks so mistakes get caught before money moves.
What the work looks like.
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1
Capture every invoice in one place
Email attachments, uploads and scans land in one queue, with the original image kept.
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2
Read and match
The system pulls supplier, lines and totals, then matches them to your purchase orders and receipts. Three-way matching happens on its own.
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3
Flag what doesn't add up
Price or quantity mismatches, duplicates and unknown suppliers go to a person with the invoice and the order side by side.
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4
Route approvals and post
Approvals go to the right person by amount and department. Approved invoices post to accounting without retyping.
Common questions.
Does it work with our accounting system?
Usually, yes. We connect to QuickBooks, Sage, NetSuite and most others, and build around what you have.
Will it pay invoices on its own?
No. The system prepares and checks. A person approves anything that moves money, and you set the limits.
Does this sound like your team?
Tell us what's going on. A few sentences is plenty.