eProcureAI / Platform / AP Automation
AP AutomationAn invoice arrives, gets read in about four seconds, and is matched against the order and the goods receipt. The clean ones go through on their own. Your team only sees the ones worth looking at.
This is the real screen. Invoice numbers, match states and vendors, straight from the product.
Ask an accounts payable team what they do all day and the honest answer is usually retyping things that already exist somewhere else.
An invoice turns up. Somebody keys the vendor, the amount, the lines and the account code, finds the purchase order it belongs to, works out whether the goods actually arrived, and then either pays it or starts an email thread. Multiply that by four hundred a month.
eProcureAI reads the invoice instead. Nine fields off INV-2251 in about four seconds, vendor matched to Classy Endeavors even when the name on the document is not quite how you have it stored, and the coding applied from the rules you set.
The purchase order says what you agreed to buy. The goods receipt says what actually turned up. The invoice says what you are being asked to pay. When all three line up inside your tolerances the invoice clears and gets scheduled without anyone touching it.
When they do not line up, it stops. INV-2251 sat on hold because the order and the invoice agreed but the goods receipt had not been raised yet. Nobody paid for something that had not been counted, and nobody had to notice that themselves.
Only the genuinely awkward ones. A price variance on a laptop order. A supplier billing for twenty four units when twenty two arrived. When those land they come with the order, the receipt, the earlier invoices from that supplier and the variance already worked out, so the job is deciding rather than investigating.
Real time commitment visibility changed how we do quarterly planning. We stopped being surprised by what AP was processing at month end.Daphna Shafran, Head of FP and A, Remilk
By email, through the supplier portal, or as a photo somebody took of a paper invoice on a loading dock. The format is rarely the problem people expect it to be.
Nine fields lifted off the document, the vendor matched to your records even when the name is written differently, and the account coding applied from your rules.
Purchase order, goods receipt and invoice, checked line by line inside the price and quantity tolerances you set.
Clean invoices schedule themselves for payment. Anything that does not line up stops and becomes an exception with the evidence attached. Duplicates are blocked before they can be paid twice.
Accruals build from open commitments and goods received but not yet invoiced. Ageing is live. Nobody rebuilds a spreadsheet the night before.
The order is what you agreed to buy. The receipt is what arrived and what condition it was in. The invoice is what you are being asked to pay. Comparing all three is the oldest control in accounts payable and still the most effective one.
INV-2251 is a good example. The order and the invoice agreed with each other, but the shipment had arrived and nobody had checked it in yet. The invoice was held rather than paid, and the hold cleared the moment the receiving check produced the goods receipt.
A price variance on a laptop order goes to dispute rather than payment, with the difference already calculated. Short deliveries produce a credit note against the shortfall, and damaged goods produce a replacement, both of which stay linked to the original order so the running total is always right.
These are real records from the product. Between them they cover almost everything an accounts payable team sees in a week.
| Record | Vendor | Amount | Match position | What happens |
|---|---|---|---|---|
| INV-2198 | Northwind Supplies | $2,140 | Order, receipt and invoice all agree | Paid without review |
| INV-2251 | Classy Endeavors | $825 | Order and invoice agree, receipt not yet raised | Held until the goods are checked in |
| INV-2260 | TechSup Inc. | $15,120 | Order and receipt agree, invoice priced differently | Disputed, difference calculated |
| CRN-0043 | Classy Endeavors | Minus $90 | Credit against a short delivery | Applied to the shortfall automatically |
| RMA-2026-031 | Classy Endeavors | $24 | Replacement for two damaged organisers | Tracked until it arrives |
Credits and replacements stay attached to the order they came from, so the amount you actually owe a supplier is always current rather than something finance reconstructs at year end.
The split matters more than the percentage. Your team keeps the work that needs a person and loses the work that never did.
Judgement calls, and nothing else. On a typical day that is three invoices out of forty eight.
Reading, matching, chasing, coding and holding. All the parts nobody was ever glad to be doing.
Utilities, professional fees, one off services. These route through an approval flow you define, with the coding suggested from how similar invoices were coded before.
Exact duplicates are blocked outright. Near duplicates arriving under a slightly different vendor name are flagged with the original attached, which is the version that usually costs companies money.
The receiving check records the difference and a credit note is raised against the shortfall, staying linked to the original order.
Condition is captured during the receiving check, a replacement is requested, and the replacement is tracked until it turns up.
It goes to dispute rather than payment, with the difference calculated and the order and receipt attached so the conversation with the supplier is short.
Odd formats and inconsistent naming are handled. Suppliers who submit through the portal come through clean far more often, which fixes the cause rather than the symptom.
We will run real ones through on the call, including the awkward ones. That demo usually settles it faster than anything we could say.
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