AI invoice processing for QuickBooks, Xero and your AP inbox
AI invoice processing reads every bill that reaches your AP inbox, extracts the header and line items, checks them against purchase orders, receipts and vendor records, and stages a draft bill in your accounting system. Payment stays with your team, behind your approval limits.
- Duplicate and bank-change checks on every bill
- Two- and three-way matching where you use POs
- Drafts only: nothing posts or pays without approval
What slips through a manual AP process
The same bill gets paid twice
A vendor emails a PDF, mails a paper copy, then sends a statement. Slightly different invoice numbers or dates get past a busy clerk.
A bank change looks routine
Business email compromise often arrives as a polite note from a real vendor's address asking you to update remittance details.
PO mismatches surface too late
The invoice bills 100 units at a revised price while receiving logged 80. Nobody compares the three documents until the supplier statement disagrees.
What our AI invoice processing does
A pipeline in your own cloud account, connected to your accounting system through its official API.
AP inbox capture
Watches the AP mailbox in Outlook or Gmail and a shared folder, splits multi-invoice PDFs, and sets aside statements and sales emails.
Header and line extraction
Vendor, remit-to, invoice number and date, terms, PO number, tax, freight and each line, returned in a fixed schema. Low-confidence fields are flagged, never guessed.
Matching within tolerance
Two-way match to the PO, or three-way to the PO and receiving record, with price and quantity tolerances you set. Partial receipts and backorders are handled line by line.
Duplicate and fraud checks
Flags same-vendor bills with matching amounts or near-identical invoice numbers, bills from unknown vendors, and any remit-to or bank detail that differs from the vendor master.
GL coding and 1099 flags
Suggests account, class, location or job from past coding, and flags 1099 vendors with no W-9 or TIN on file before payment.
Approval by limit
Routes bills to approvers by amount, department or job, enforcing your limits so the person who entered a bill cannot also approve it.
Where finance teams start
Recurring vendor bills
Utilities, rent, software and services with stable coding.
Supplier invoices against POs
Matched to open POs and receipts on the shop floor.
Subcontractor bills and lien waivers
Bills held until the matching lien waiver is on file.
Client AP for accounting firms
Bills processed across many client files.
Property-level coding
Bills coded to the right property or unit.
Vendor statement reconciliation
Statements compared with recorded bills to catch gaps.
Controls your controller will ask about
Bank changes verified out of band
A new remit-to or bank account is never accepted from the email that requested it. The bill is held and your team calls the vendor at the number already on file.
Segregation of duties enforced
Approval limits and the rule that preparer and approver differ are enforced in the routing, not just written in a policy.
Every entry tied to its source
Each draft carries the original PDF, the extracted fields, the match result and who approved it, which is what your outside accountant wants at year end.
No per-invoice platform fees
The pipeline runs in your cloud account. You pay hosting and model usage directly, not a per-document charge.
“He got me 9 sales in my first 7 days of launching our campaign, which exceeded my expectations!”
Common questions
What is AI invoice processing?
Using a language model to read invoices in any layout, turn them into structured data, check them against your POs, receipts and vendor records, and stage them in your accounting system for approval.
How is it different from OCR?
OCR turns a scan into text but cannot tell which number is the total or which line is freight. A model reads the layout as a person would, so a new vendor needs no template, and its output is still checked by rules.
How does it catch duplicate invoices?
It compares each bill with open and paid bills from the same vendor, and from vendor records that look like the same company, on invoice number, amount, date and PO. Close matches go to review with both bills side by side.
What happens when a vendor asks to change bank details?
The bill is held and the request is flagged as a vendor master change. A person verifies it by calling a known contact at a number already on file, then updates the record. The pipeline never changes payment details itself.
Can it track W-9s and 1099 vendors?
It can flag vendors marked for 1099 reporting that lack a W-9 or TIN, request the form by email, and attach the returned W-9 to the vendor record. Your accountant decides which vendors are reportable.
Does it work with QuickBooks Online, Xero, NetSuite and Bill.com?
Yes, through their official APIs, as draft bills with the PDF attached. QuickBooks Desktop is possible through Intuit's Web Connector but takes more setup.
Take AP off your team's plate
Take the 2-minute AI audit to see whether invoice processing should be your first automation and what your books would need.
- Pull three months of paid bills
Real bills, with the coding and approvals they ended up with, become the test set, including credit memos, partial shipments and odd vendors.
- Score extraction and coding
We measure field accuracy and coding agreement on that set, then fix layouts and rules until results meet your controller's bar.
- Stage drafts beside your AP clerk
Live bills arrive as drafts in QuickBooks Online, Xero, NetSuite or Bill.com with the PDF attached, and your AP person checks each one.
- Move clean vendors to exception-only
Vendors whose bills match without edits go to exception-only review. Bank changes and new vendors always stay with a person.