AI Invoice Processing
Automate the entire accounts payable workflow — from invoice capture and data extraction to three-way matching and posting. Process invoices in seconds, not days.
The Problem
Why this matters
Accounts payable teams manually key invoice data into ERP systems, cross-reference purchase orders, chase approvals, and handle exceptions — all under pressure to meet payment deadlines and capture early-payment discounts. The average invoice costs between £8 and £15 to process manually, and error rates of 1-3% lead to duplicate payments, missed discounts, and strained supplier relationships. As transaction volumes grow, AP becomes a persistent bottleneck.
The Solution
How AI solves this
AI invoice processing automates the end-to-end AP workflow. Invoices arriving by email, post, or portal are automatically captured, classified, and parsed using OCR and NLP. Extracted line items are matched against purchase orders and goods receipts, with discrepancies flagged for review. Validated invoices are coded to the correct GL accounts and routed for approval based on your business rules, then posted directly to your ERP.
Benefits
What you gain
75% Cost Reduction
Reduce per-invoice processing costs from £8-15 to under £2 by eliminating manual data entry and accelerating workflows.
Straight-Through Processing
Achieve 70-85% touchless processing rates where invoices flow from receipt to posting without human intervention.
Faster Payment Cycles
Process invoices in minutes instead of days, enabling you to capture early-payment discounts and improve supplier relationships.
Eliminate Duplicate Payments
AI automatically detects duplicate invoices, unusual amounts, and other anomalies before payment is authorised.
Accurate GL Coding
Machine learning predicts the correct general ledger codes based on historical patterns, reducing miscoding and month-end reconciliation effort.
Complete Audit Trail
Every step of the process is logged with timestamps and decision rationale, simplifying audits and compliance reporting.
Process
How it works
Invoice Capture
Invoices from any source — email attachments, scanned post, supplier portals — are automatically ingested and queued for processing.
Data Extraction
OCR and NLP extract header and line-item data including supplier details, invoice number, dates, amounts, VAT, and descriptions.
Three-Way Matching
Extracted data is automatically matched against purchase orders and goods receipts. Discrepancies in quantities, prices, or terms are flagged.
GL Coding & Approval
The system predicts GL codes using historical data and routes the invoice through your approval workflow based on value and category.
Posting & Payment
Approved invoices are posted to your ERP system and queued for payment according to your payment terms and cash management strategy.
Industries
Who uses this
Technology
Tools we use
FAQ
Frequently asked questions
The system processes invoices in any format — PDF, scanned images, Word documents, Excel spreadsheets, and even photographs of paper invoices. It handles structured and unstructured layouts, multi-page invoices, and invoices in over 30 languages.
The AI extracts line items from the invoice and fuzzy-matches them against your purchase orders and goods receipt notes. It handles variations in descriptions, unit conversions, and partial deliveries. Only genuine discrepancies — price variances, quantity mismatches, or missing POs — are escalated for human review.
Yes. We provide pre-built connectors for SAP, Oracle, Microsoft Dynamics, Sage, Xero, and QuickBooks. For other systems, we build custom integrations using standard APIs. The typical integration timeline is 2-4 weeks.
Clients typically see ROI within 3-6 months. A mid-sized business processing 5,000 invoices per month can save £300,000-£500,000 annually through reduced processing costs, captured early-payment discounts, and eliminated duplicate payments.
Ready to get started?
Book a free strategy call and we'll help you find the right AI solution for your business.