AI automation · Internal workflow
AI invoice processing and three-way match
Extract PDF invoices, verify against POs and receipts, post to ledger.
- Per fieldConfidence scores
- Three-wayPO, receipt and invoice matched
- Your limitApproval gate
How it runs
From incoming event to a verified update in your system
- Invoice received Vendor billing inbox, PDF email, or scanner upload
- Document intelligence & OCR Reading headers, line items, taxes, and vendor bank details
- 3-Way ERP reconciliation Matching lines against PO and warehouse goods receipt
- Threshold approval gate Invoices above policy threshold or with variances route to CFO
- GL entry & payment schedule Ledger posted, payment batch queued, audit log filed
Guardrails
The model reads. Rules decide. A person approves.
- Human approval gatesAnything below your confidence threshold goes to a person with the context filled in.
- Deterministic numbersPrices, tax, ledger amounts and stock are computed by code, never by the model.
- Your data stays yoursNot retained or used to train third-party models.
Vendor PDF: Supplier Ltd · PO Ref: PO-4471 · Invoice #INV-20931 · Total: $18,240.00
ERP 3-way check: PO-4471 matched · Goods Receipt #GR-1029 confirmed · Line 1-2 exact match · Line 3 unit price $120 matches contract.
Draft journal entry created in ERP. Invoices under threshold ($20k) ready for 1-click batch payment schedule.
Grounded in live databaseWhat we build
Capabilities
Deterministic Line-Item Verification
We never rely on probabilistic AI models to compute arithmetic. The AI reads text coordinates; deterministic business rules verify unit prices, quantities, and taxes.
Automated 3-Way Matching
Automatically checks the invoice against the Purchase Order and the warehouse Goods Receipt note in your ERP, catching over-billing before payment.
Fraud & Duplicate Detection
Cross-references vendor bank accounts and tax identification numbers against your approved supplier master file, preventing fraudulent payment redirection.
Private Document OCR Hosting
For confidential financial records, we host the extraction models inside your private VPC or on-premises servers so no external party keeps a copy of your documents.
Before and after
What changes, step by step
Data entry
Accounts clerks spend hours manually typing line items into software
AI extracts and validates every line with field-level confidence scores
Matching checks
Flipping through paper warehouse receipts to confirm goods arrived
Automatic three-way match against live ERP receipt records in seconds
Duplicate risk
Duplicate invoices from suppliers slip through and get paid twice
Strict hash and invoice number checking flags duplicates instantly
Month-end close
Accounting department works late nights chasing unapproved invoices
Invoices processed continuously; real-time accurate liability ledger
What happens if an invoice has a pricing variance?
The system flags the exact line item with the discrepancy, displays the agreed PO price side-by-side with the invoice price, and routes it to the purchasing manager for approval.
Can it handle handwritten bills or camera photos?
Yes. Our multi-engine OCR pipeline handles mobile camera photos, tilted scans, and mixed formats with confidence scoring.
Does it post directly into our accounting software?
Yes. It creates draft bill records in Odoo, QuickBooks, Xero, Zoho Books, NetSuite, SAP, or Microsoft Dynamics 365.
Next step
Ready to automate invoice processing in your business?
A 30-minute call. We look at your workflow and sample inputs and show how the automation would connect.
First call: 30 minutes · A senior consultant, not a sales rep