Solutions / Accounts payable
Finance and operations
Invoice to payment, with no one retyping anything
Every invoice read, matched against the PO and the receipt, coded, posted and scheduled. Exceptions reach a person with the evidence already attached.
Representative blueprint. The targets below are design targets we scope and measure against in a Loop Audit. They are not results from a named client.
Where accounts payable actually loses time
- Invoices arrive as scans, photos, portal links and email threads, in every layout a supplier can invent.
- Three-way matching breaks on partial deliveries, unit-of-measure mismatches and freight lines nobody put on the PO.
- Duplicates slip through when a supplier changes the invoice number format, and nobody notices until the audit.
- A forged "we have changed our bank details" email is one tired click away from a wire fraud.
- Month-end turns into an accrual scramble because receipts and invoices live in different systems.
How the loop runs.
7 stages, from the moment work arrives to the moment it is proven done. Each one is observable, testable and can be paused.
Capture
Pulls invoices from shared mailboxes, supplier portals and EDI. Splits multi-invoice PDFs and rejects non-invoices.
Read
A layout-aware model extracts header, line items, tax and bank details into a strict schema. Every field carries a confidence score and a pointer back to the pixels it came from.
Verify supplier
Checks the supplier against the master file, tax registration and bank details. Any bank change is held and routed to a verified callback.
Match
Matches invoice lines to purchase orders and goods receipts using tolerance rules per supplier and category. Partial shipments are matched against open quantities.
Code and approve
Suggests GL coding and cost centre from history, routes to the right approver by amount and department, and escalates when an approver is out.
Post and pay
Posts the bill to the ERP with an idempotency key, schedules payment against terms, and sends the supplier a remittance advice.
Prove
Writes an immutable evidence record for every decision: source document, extracted values, rule applied, who approved.
The hard parts, and how we handle them.
Matching is a rules problem wearing an AI costume
The model reads. A deterministic rules engine decides. Tolerances, tax treatment and approval limits live in versioned configuration your finance team can read and change, so a decision is always explainable and never "the model felt like it".
Duplicate detection that survives creative suppliers
Exact-match checks miss "INV-0042" versus "42" versus "0042-A". We fingerprint on supplier, amount, date window, PO and line content together, with fuzzy matching on the invoice number, and hold near-duplicates for review.
Bank-detail fraud is a process control, not a model feature
Any change to payment details, from any channel, freezes payment to that supplier until a callback to a number already on file is logged. The automation cannot approve its own exception.
Tax across jurisdictions
GST, HST, QST and VAT validation by place of supply, with registration number checks and a clear review queue for anything that does not reconcile.
What a person always decides
- Payment runs require human release above a threshold you set
- Supplier master and bank detail changes can never be made by the automation
- Every posting is idempotent: a retry can never create a second bill
- Read-only mode during rollout: shadow the team for weeks before it posts anything
- Kill switch per supplier, per entity, and global
Connects to
- NetSuite
- SAP
- Microsoft Dynamics 365
- QuickBooks Online
- Sage Intacct
- Microsoft 365 and Google Workspace mail
- Bill.com
- Banking and EFT files
Built with
- Document AI extraction with schema validation
- Rules engine with versioned policy
- Postgres with append-only evidence log
- Queue and outbox pattern for ERP writes
- Role-based review console
A realistic timeline.
Shadow mode first. Nothing acts on its own until its accuracy has been measured against your team’s own work.
- Weeks 1 to 2Loop Audit on real invoices: layouts, exception rate, current cycle time, approval map.
- Weeks 3 to 5Capture, read and match running in shadow mode beside your team, with a daily accuracy report.
- Weeks 6 to 8Posting enabled for low-risk suppliers behind approval thresholds. Exception console live.
- Week 9 onwardExpand supplier coverage, tune tolerances, add accrual and reporting automation.
What we design for.
Modeled targets, confirmed or corrected with your own data in a Loop Audit.
- Audit trail suitable for external audit sampling
- Segregation of duties preserved by design
- Data held in Canada on request