Built to order
Invoice and AP Automation
Supplier invoices read, checked and routed for approval, then posted as draft bills.
What it produces
Draft bill: Greenfield Produce
- Invoice
- INV-20418
- Total
- 4,180.00
- Due
- Thu 16 Oct
- Payment
- Held until the bank callback
Today
Invoices keyed by hand and approvers chased over email.
With it
Read, checked and routed in seconds. Nothing paid automatically.
Watch it run
A supplier invoice at 6:05 am
- From
- Greenfield Produce <accounts@example.com>
- To
- ap@example.com
- Subject
- Invoice INV-20418
Please find attached invoice INV-20418 for this week's deliveries. Payment to our new account, details on the invoice.
- INV-20418.pdf
Suppliers keep sending to the same address. The automation picks up the attachment and the email body.
Why it matters
2.9 days
Ardent Partners' State of ePayables 2025 found businesses using advanced automation cut invoice processing time to 2.9 days, against an industry average of 8.2 days. Source
Control and data
A person decides
Nothing is paid automatically. Exceptions wait for a person.
Your data stays yours
Invoices stay in your systems. The model only reads them.
Connects to
In your accounts
Collect
- Microsoft 365 Outlook
- Gmail
- Dext
Store
- SharePoint
- Google Drive
Approve
- Slack
- Microsoft Teams
Post
- Xero
- MYOB
- QuickBooks Online
- NetSuite
- SAP Business One
- Microsoft Dynamics 365 Business Central
Named for reference. No endorsement implied.
In full
Nothing is paid automatically. Bills are posted as drafts for approval under your delegation limits, and any exception, from a changed bank account to an unreadable scan, waits for a person.
By default it runs in accounts and infrastructure in your name. If you would rather we run it, we host it in accounts set up only for you, kept separate from every other client. Invoices stay in your inbox, document storage and accounting system; the AI model sees each document only to read it. How we handle data
Questions
Open one
Will it pay our suppliers?
No. It prepares and routes bills; payment stays in your normal payment run, under the same controls you use today.
What about handwritten or unusual invoices?
They go to a review queue with the fields the system could read already filled in. We do not force a guess where a person should look.
Do we need purchase orders for this to work?
No. Purchase order matching is used where you have purchase orders. Without them, the automation still extracts, checks for duplicates and routes for approval.
In detail
Open one
What it does
- Collects invoices from your accounts payable inbox, supplier portals and scanned paper.
- Extracts the supplier, business or tax number, line items, tax and due date from each one.
- Checks for duplicates, matches against purchase orders and receipts where you use them, and flags changed supplier bank details.
- Routes each invoice to the right approver by amount, entity or cost centre, in Slack, Teams or email.
- Creates draft bills in your accounting system with the source document attached.
- Sends anything unusual, from credit notes to unreadable scans, to a review queue instead of guessing.
How each run works
Every run follows these 5 stages, inside your own tools.
- 01An invoice arrives. Suppliers keep sending to the same address; the automation picks up every attachment and email body.
- 02The data is extracted. An AI model reads each invoice, including scans and unusual layouts, into a structured record.
- 03Checks run automatically. Duplicate detection, purchase order matching and a bank-detail change check run before anyone sees it.
- 04The right person approves. Approvers get the invoice and the checks in one message and approve under your existing delegation limits.
- 05A draft bill is posted. The approved bill lands in your accounting system, ready for your normal payment run.
Spec sheet
- Function
- Finance
- Status
- Scoped with you and built for your business, using the same delivery process as every engagement.
- Connects to
- Xero, MYOB, QuickBooks Online, NetSuite, SAP Business One, Microsoft Dynamics 365 Business Central, Dext, Microsoft 365 Outlook, Gmail, SharePoint, Google Drive, Slack, Microsoft Teams
- Research
- Ardent Partners' State of ePayables 2025 found businesses using advanced automation cut invoice processing time to 2.9 days, against an industry average of 8.2 days. Ardent Partners, State of ePayables 2025 (summary published by Medius) (opens in a new tab)
Take the keying out of accounts payable.
Show us how invoices reach you today and we will map the checks and approvals.
Book a call (opens in a new tab)or email contact@strategicaiinnovations.com