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AI Invoice Processing Agent Development
Read once, matched, ready for approval
An agent for the accounts payable inbox.
An agent for the accounts payable inbox. It reads each supplier invoice, keeps the line every figure came from, checks it against the purchase order and the goods received, catches duplicates and prepares an entry for a named person to approve.
An invoice is easy to pay and hard to check. The number has to be new, the supplier known, the bank account unchanged, the prices the ones that were ordered and the quantities the ones that arrived. Each check lives in a different system. Under month-end pressure the checks get skipped, and the duplicate or the changed bank account goes through.
What exists today is a working demonstration on test data, which we can walk you through. It shows a clean invoice, a duplicate and a mismatch with the order, a reviewer's correction kept beside the original value, and a bill created in the accounting system only after a named approval. Connecting it to your own systems is the project.
Six jobs it carries through
01Field reading
Reads the invoice's fields and keeps where each came from.
- Supplier, number, dates and currency
- Lines, subtotal, tax and total
- The source line for every field
- Leaves unreadable values empty
02Arithmetic and completeness
Checks that the invoice is complete and adds up.
- Quantity times price per line
- Lines against the subtotal
- Subtotal and tax against the total
- Required fields present
03Duplicate detection
Finds invoices that are already in hand.
- The same file received twice
- The same number from the same supplier
- A bill already in the books
- A second check at approval time
04Order and receipt matching
Compares the invoice with what was ordered and received.
- Supplier and currency against the order
- Unit price per line
- Quantity ordered and quantity received
- Total against the order
05Review and correction
Lets a reviewer fix a field without losing the original.
- Keeps the value read from the document
- Records who changed it, when and why
- Runs every check again
- Stops the corrector approving their own case
06Approved handover
Hands an approved entry to the accounting system once.
- Needs a named approver
- Creates the bill one time only
- Records the accounting system's reference
- Says so when the handover failed
One Case, Start to Finish
An example of one case, in 6 steps. The same steps play in the picture at the top of this page.
Invoice received
A supplier invoice arrives in the payables inbox. The same file arriving again is recognised as the same case.
Fields read
Number, dates, supplier, lines and totals are read, each with the line of the document it came from.
Checks run
The arithmetic, the supplier record, earlier bills, the purchase order and the goods received are compared.
Exception reviewed
A price above the order is shown to a reviewer with both values. The reviewer corrects, accepts or rejects.
Entry proposed
A clean or reviewed case becomes a proposed entry, held by the agent and written nowhere yet.
Approved and posted
A named approver accepts it, the bill is created once, and it waits there for your payment approval.
Walk One Real Case Through It
Thirty minutes, one case from your own process. We map it against the workflow on this page and tell you plainly what can be reused from our demonstrations and what has to be built for your systems.
What Goes Wrong Without It
The same invoice twice
It arrives by email and again as a reminder, and both are keyed in.
Prices that drifted
The unit price is higher than the order, and nobody compares them line by line.
Billed but not received
Ten are invoiced, eight arrived, and the invoice is paid in full.
A new bank account
The invoice carries different payment details and a note saying they changed.
Figures that do not add up
Lines, subtotal, tax and total disagree, and the total is what gets entered.
Corrections without a trail
Someone fixes a field by hand and the original value is gone.
Proposed, Approved and Posted Are Three Different States
A proposed entry is the agent's suggestion and exists only in its own queue. Approved means a named, authorised person accepted it. Posted means your accounting system confirmed the bill and returned its reference. A failed handover leaves the case approved and says plainly that it is not in the books.
The agent has no way to pay an invoice, schedule a payment or change a supplier's bank details. A changed account blocks the invoice until your own supplier-data process confirms it.
- The source line for every field
- Exact arithmetic, never rounded
- Duplicates blocked, not flagged
- Corrections kept with the original
- A second person approves
- No payment and no supplier changes
What It Reads and Writes
The systems named here are the kind this agent works with. Which ones it connects to in your case is settled in the scope.
Invoice intake
- A payables mailbox
- an upload folder
- a supplier portal
Accounting
- QuickBooks
- Xero
- NetSuite
- SAP
- or your ledger
Purchasing
- Purchase orders and goods received from your ERP or purchasing tool
Supplier records
- Tax ids and bank details from your supplier list
Review
- The people who may correct, and the people who may approve
Document reading
- A reader for scanned invoices, chosen for your formats
What Buyers Ask First
Not in what we demonstrate today, which reads invoices in text form. Reading scans needs a document reader chosen and tested on your own invoices, and it sits behind the same checks. We would start a project by testing readers on a sample of your real documents.
Expense claims check an employee's receipt against your policy. Document processing sorts and extracts any kind of file. This agent is specific to supplier invoices: it matches them to purchase orders and goods received, and ends with a bill in your accounting system.
The case is blocked and a reviewer cannot wave it through. The agent does not update supplier records. The change has to be confirmed through your own supplier-data process, after which the checks are run again.
A working demonstration on test data. It shows a clean invoice, a duplicate and a mismatch with the order, a reviewer's correction kept beside the original value, and a bill created in the accounting system only after a named approval. It is not connected to live systems, so the project is the integration with your own systems, your rules and a controlled pilot.
Bring Twenty Invoices and Their Orders
Include a few you know were problems. We will show what the checks catch, what a reviewer would see and what would have reached your ledger.