Part of our Knowledge & Document AI service
Invoices that enter themselves
The problem this solves
Invoices arrive however vendors feel like sending them: PDFs, scans, photos of paper, emails with the amount in the body. Someone on your team opens each one, retypes vendor, date, amounts, and line items into the accounting system, and files the original. It's slow, it's nobody's favorite job, and the errors are expensive in a particular way: a transposed digit or a duplicate payment doesn't announce itself, it surfaces weeks later in reconciliation. At a few hundred invoices a month this quietly consumes a meaningful slice of a finance person's week.
How it works
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Capture
Invoices arrive by email, upload, or scan. The system reads each one regardless of layout — no vendor templates to maintain.
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Extract and validate
Vendor, dates, totals, tax, and line items are pulled out and checked against your rules: does the PO match, is the math right, have we seen this invoice before?
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Route exceptions
Clean invoices proceed; anything odd (new vendor, amount over threshold, possible duplicate) is flagged for a human decision.
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Post and file
Approved data lands in QuickBooks, Xero, or your ERP, with the original document attached and searchable.
Typical timeline
Pilot on your real invoice backlog in 3–5 weeks; production in 6–8.
What teams typically see
- 85% reduction in manual data entry in one client deployment
- Duplicate and mismatch catches before payment, not after
- Processing cost per invoice drops to a fraction of manual entry
Questions teams ask about this
Related solutions
Is this workflow eating your team's week?
Book a free consultation and we'll scope what it would take to automate it — honestly, including whether it's worth it.
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