Less retyping
Data flows from the document into your system, so staff review exceptions instead of keying every field.
Document & finance automation
Invoice processing automation: from PDF to posted bill without retyping
Invoices arrive as PDFs, photos and email attachments, and someone retypes them into the ERP. We build a pipeline that reads each invoice, checks it against your purchase orders, routes approvals by your rules and posts it to your accounting system, with a person reviewing anything the system is unsure about.
Part of our AI & workflow automation services · Document & data automation
invoice-to-erp.flow
Ready- Invoice arrives (waiting)Email attachment or upload
- OCR + AI extraction (waiting)Reads every field
- Validate & match (waiting)PO match, duplicates, totals
- Approval routing (waiting)Auto-approve under the limit
- Posted to ERP (waiting)Payment scheduled
Illustrative example with sample data. Real timings depend on your systems and volumes.
Why automate this
What manual invoice entry costs you
Accounts payable is one of the most repetitive jobs in a business, and one where a typo costs real money.
Done by hand
- Staff open each PDF and retype vendor, number, dates and line items
- Purchase orders are checked by eye, so duplicates and mismatches slip through
- Approvals wait in someone's inbox until a reminder arrives
- Invoices land in several mailboxes and folders, so nothing is in one place
- Month-end turns into a hunt for missing and misfiled bills
What we automate in accounts payable
- Supplier invoices from email into the ERP
- Purchase order and delivery note matching
- Duplicate invoice detection
- Approval workflows with spending limits
- Payment scheduling and due-date reminders
- Expense receipts and reimbursements
- Contract and purchase order data extraction
How it works
From trigger to finished job in 6 steps
A typical flow for this work. Yours follows your own tools, rules and approvals.
- 01
Collect invoices from every source
Invoices are picked up from a shared mailbox, an upload form or a cloud folder and queued automatically, so nothing waits for someone to forward it.
- 02
Read the document
OCR turns scans and PDFs into text, and AI extracts vendor, invoice number, dates, tax, totals and line items, even when every supplier uses a different layout.
- 03
Validate and match
The system checks that totals add up, looks for duplicates and matches the invoice to a purchase order or delivery note. Fields it is unsure about are flagged, not guessed.
- 04
Route for approval
Your rules decide who approves. Small, matched invoices can go straight through, while larger or unusual ones go to a named person with the details attached.
- 05
Post to your system
The approved bill is created in your ERP or accounting software with the right account codes and payment date, and the original file is attached to it.
- 06
Report and keep an audit trail
Every decision is logged. You see what is waiting, what was approved and what failed, and exceptions are sent to a person to fix.
Live simulation
Watch it run, step by step
Press run to see what the system decides, what it does in your tools and how long the same job takes by hand.
Document automation
A PDF invoice is read, checked, approved by rule and posted to your accounts without anyone retyping it.
- Invoice arrives (waiting)Email attachment or upload
- OCR + AI extraction (waiting)Reads every field
- Validate & match (waiting)PO match, duplicates, totals
- Approval routing (waiting)Auto-approve under the limit
- Posted to ERP (waiting)Payment scheduled
Automation log0.0 s
Scroll here or press “Run simulation” to start.
What your systems receivewaiting
Output appears here as each step finishes.
Done by hand, this takes
- Open the PDF and read it
- Type every field into the ERP
- Check the purchase order by hand
- Chase someone for approval
Manual≈ 12 min
Automated…
Run the simulation to compare.
Illustrative example with sample data. Real timings depend on your systems and volumes.
Want to try other workflows? Open the full simulator
Benefits
What changes when this runs by itself
Fewer costly mistakes
Duplicate and mismatch checks run on every invoice, not only the ones someone has time to inspect.
Faster approvals
Routing by rule means invoices stop waiting for a reminder, and due dates are visible before they pass.
A clear audit trail
Who approved what, and when, is recorded for every invoice, which helps at month-end and at audit time.
A person stays in control
Low-confidence fields and unusual amounts go to a reviewer, so automation never silently posts something wrong.
Connects to the tools you already use
We work with the systems below and build the missing links when there is no ready-made connector. See how a project runs
- QuickBooks
- Odoo
- Zoho
- SQL Server
- PostgreSQL
- Google Sheets
- Email (SMTP / IMAP)
- REST & GraphQL APIs
- OpenAI
- Claude
FAQ
Invoice processing automation FAQ
How accurate is automated invoice data extraction?
It depends on the quality and variety of your documents, so we do not promise a single figure. During the prototype we test on your real invoices, measure the results and set confidence thresholds, so anything uncertain goes to a person for review instead of being posted automatically.
Which accounting systems or ERPs can you connect to?
We connect to systems that offer an API or database access, such as QuickBooks, Odoo and Zoho, and to custom or older systems through API bridges, webhooks or scheduled syncs. If your software has no modern API, we look at file imports or database-level integration.
Does it work with scanned, photographed or foreign-language invoices?
Scans and photos work when they are legible, and the cleaner the image, the better the result. Language support depends on the OCR and AI models used, so we test your actual languages and layouts before you commit.
Can we keep manual approval for large invoices?
Yes. The approval rules are yours: auto-approve small, matched invoices, require a named approver above a limit, or review every invoice for the first weeks until you trust the flow.
Will this replace our accounting software?
No. It sits in front of it. Your ERP or accounting system stays the system of record, and the automation feeds it clean, approved data.
More answers on our general automation FAQ
Ready to see this on your own data?
Book a free automation audit. We look at how you handle this work today, show you what a first automation would look like and estimate the return before you commit to anything.
Remote team available 24/7, worldwide · Office open 12:00 PM – 11:00 PM (Mon–Fri)