Payables and due dates for the whole company, visible every day, and a close that lands on time without hiring more people.
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Accounting & finance teams · 03 / 14
Accounting and finance workflow
Supplier invoices go from the inbox into the accounting system on their own, matched to the PO, and the books close on time with people checking only the mismatches.
Accounting & finance teams “Hundreds of supplier invoices arrive by email each month. Accounting keys them in one by one, matches each against its PO, and closes the books late every time.”
The problem
Invoices arrive in every format. Large suppliers email a PDF, small ones send a photo on LINE, a few still post paper. Accounting opens each one, types the figures into the accounting software, then hunts for the PO that purchasing raised and the goods receipt the warehouse signed, and compares the three by hand.
The work repeats every day and goes wrong easily. One mistyped digit surfaces at month-end reconciliation. A tax invoice that slips through the cracks means an underfiled VAT return. And every month the books close late because the keying is not finished, so executives see real numbers weeks after the fact.
How we solve it
We set up an agent to watch the accounting inbox and the LINE groups where suppliers send documents. Every invoice that arrives, the agent reads and turns into a record: invoice number, vendor name, tax ID, amounts before and after VAT, and each line item. It then looks up the matching PO and goods receipt in your system.
When all three agree on quantity, price and vendor, the agent posts the payable in the accounting software you already use and attaches the original file to the entry. When they do not, say the price differs from the PO or the delivery was short, the entry goes to an accountant’s queue with a plain note on what differs and by how much. The accountant confirms or corrects it on one screen.
Paying stays with people. The agent groups invoices that are due into a payment run and sends the summary to the authorised approver in LINE, and no transfer goes out until someone approves it. Every step from the email arriving to the approval is logged for your auditors to review.
How it runs
Work comes in from
- Invoices by email
- Invoice photos on LINE
- Scans from the front desk
- POs and goods receipts in the system
What the AI does
- Read and extract the data
- Match against PO and goods receipt
- Post the ones that agree
- Route the mismatches to a person
Where it lands
- Your accounting software
- The accountant’s review queue
- Payment approval in LINE
- Pre-close report
Before and after
Before
After
Invoices keyed in one at a time, hundreds a month
Invoices are in the system the day they arrive
A wrong figure found at month-end reconciliation
Mismatches surface at once, with a note on what differs
Books close late because documents are still unkeyed
What is still outstanding before close is visible every day
What you get
- 01
An agent reads invoices arriving by email, LINE or scanner, PDF or photo, and pulls out the invoice number, amounts, VAT and line items
- 02
Each invoice matched against its PO and goods receipt in the system, and posted as a payable in your accounting software when every field agrees
- 03
Mismatched amounts, unknown vendors and incomplete tax invoices go to a review queue with a note saying exactly what differs
- 04
Invoices due for payment grouped into a run and sent to the authorised approver in LINE before any transfer is made
- 05
A pre-close report of invoices still unposted, and a payables dashboard executives can open themselves
Who gets what
Connected to the accounting software through its official API, never the database directly. Original files stay where you keep them, and every posting is logged for the auditors.
Accountants stop typing figures off paper. What is left is checking the entries the system flagged, and going home on time during close.
Who this fits
Companies with many suppliersRetail & wholesaleFactories & manufacturersHotels & restaurantsConstruction & contractors
Connects with what you already run
PEAKFlowAccountXeroSAP Business OneGmailGoogle DriveLINE
Development process
- 1
Discover
Requirements, users and success metrics, with scope and price fixed before we start.
- 2
Design
UX and system architecture; the prototype is approved before anything is built.
- 3
Build
AI-accelerated sprints with a demo every week, reviewed by senior engineers.
- 4
Test
QA, security and performance verified against the agreed scope.
- 5
Launch & care
Production deploy, team training, and a monthly care plan.
Turn your business problem into a system that works for you
Tell us today — get an executive-ready proposal with the plan and budget.
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