Solution: Invoice processing
Supplier invoices are still entered by hand
Invoices arrive by email, AI reads them in any layout, rules check them against orders and contracts, and approved invoices flow into your accounting software. People handle the exceptions.
Sounds familiar?
Signs this is costing you time
Accounts payable teams in many businesses still work the same way: download the invoice from an email, read it, type the supplier, date, amounts and lines into accounting, check it against the purchase order, chase approval and file the PDF. With dozens or hundreds of invoices a month, it becomes a large part of someone's job.
Manual entry also causes the problems finance teams hate most: duplicate payments, wrong amounts, missed early-payment discounts and late fees.
AI can now read invoices reliably in any layout. Combined with matching rules and a review step, it turns invoice processing into a quick check of exceptions.
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Invoices are typed into accounting line by line.
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Duplicate invoices are paid, or invoices are missed entirely.
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Invoices arrive in several inboxes and formats.
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Approvals are slow, and late fees or lost discounts follow.
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Month-end close waits for invoices to be entered.
Before and after
How it works today, and how it works after
How it works today
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Invoices arrive by email, post and supplier portals.
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Someone types each one into accounting.
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Matching to purchase orders is done by hand.
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Approval is chased by email.
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PDFs are filed in a folder, hard to find later.
How it works after
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Invoices are collected from a dedicated inbox and portals automatically.
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AI extracts supplier, dates, totals, tax and line items.
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Rules match invoices to orders and flag differences.
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Clean invoices go to approval and then into accounting.
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Every invoice is stored with its data, searchable later.
What we build
What we build
Invoice intake
AI extraction
Matching and checks
Approval workflow
Accounting integration
Exception review
In practice
What it looks like in practice
An illustrative walk-through, not a client story.
A construction company receives around three hundred supplier invoices a month for materials, equipment hire and subcontractors. Two people in the office spent most of their week entering and matching them.
Now invoices go to one inbox. AI reads each one, and rules match it to the purchase order and delivery. Most match cleanly and go to the project manager for a one-click approval, then into accounting. The rest, such as a price that differs from the order or an unfamiliar supplier, appear in a review queue with the difference highlighted. The office team now spends its time on supplier queries and cash planning, and month-end close no longer waits for data entry.
Models and tools
AI models and MCP servers that usually fit
We choose models by task, data sensitivity and cost, and test them on your real examples before we commit. These are common starting points, not a fixed recipe.
How we build it
The services behind this solution
Most solutions combine two or three of our services. These are the ones this one usually needs.
Document automation
Read invoices, forms, contracts and IDs, pull out the right fields and route them for review.
API integration
Make two systems share data reliably, with retries, logging and alerts when something goes wrong.
Billing and payments
Checkout, invoices, subscriptions, refunds and the accounting exports your finance team needs.
Industries where it fits best
Honest limits
Limits and human checks
Extraction accuracy depends on invoice quality. Clean, typed PDFs extract very reliably; blurry photos, handwriting and unusual layouts less so. We never post uncertain data automatically. Confidence thresholds and validation rules send anything doubtful to review.
Payment decisions stay with people. The system prepares and checks; approvers decide. We also design against fraud risks such as changed bank details on an invoice, which always trigger a manual check. Invoices contain financial and sometimes personal data, so processing happens with providers and regions that match your policies.
Keep exploring
Services, industries and case studies
Related services
View all related services- Document automation Read invoices, forms, contracts and IDs, pull out the right fields and route them for review.
- API integration Make two systems share data reliably, with retries, logging and alerts when something goes wrong.
- Billing and payments Checkout, invoices, subscriptions, refunds and the accounting exports your finance team needs.
- Automation and Integrations CRM, payment and API integrations, MCP connections and workflows that stop people copying data by hand.
- Subscription platforms Products people pay for monthly or yearly, with plans, trials, upgrades and billing that just works.
- Payment integration Stripe, PayPal and local gateways wired into your site or app, with receipts, refunds and reconciliation.
Solutions
View all solutions- Receipt capture and matching Snap a receipt, and the details are read, categorized and matched to the card transaction and the right project.
- AI document processing Read forms, applications, IDs and statements, extract the fields you need and route each document for the right review.
- Automated quoting Draft accurate quotes and proposals from a request, your price rules and past work, for a person to approve.
- Automated reporting Reports that build themselves from your systems on schedule, with a plain-language summary of what changed.
- Screening assistant Summarize each application against your criteria, flag strong matches and missing information, and leave every decision to a person.
- AI automation and integrations Connect the tools you already use so data moves once, correctly, and AI reads the parts that arrive as text or documents.
Industries
View all industries- Finance and accounting Client portals, document collection, invoice and receipt processing, and reporting for accounting firms and finance teams.
- Construction and facilities Job tracking, maintenance requests, inspections, quotes and proof-of-work photos for builders and facility teams.
- Manufacturing Quality inspection, production dashboards, quoting tools, knowledge assistants and legacy system modernization for manufacturers.
- Logistics and transportation Driver apps, order and shipment tracking, document processing and integrations for logistics and delivery companies.
- Tax and compliance services Client portals, document checklists, case queues and deadline tracking for tax preparers and compliance firms.
- Insurance Claims intake, document and photo processing, policy knowledge assistants and customer portals for brokers and insurers.
Case studies
View all case studies- Payroll system for an IT services company Payroll is calculated from recorded inputs, reviewed once and sent as payslips in a single batch, with every change logged.
- Tax filing service platform Clients upload documents and see where their case stands, and staff work from one queue with deadlines and reminders.
Guides and articles
View all guides and articlesAI models
View all ai models- Vision and multimodal Models that read images, scans, screenshots and sometimes audio or video alongside text.
- Gemini 3.8 Flash Google's most capable Flash model, stable since September 2026, for agents, software engineering and enterprise workflows with full multimodal input.
- Mistral OCR 4.1 Mistral's document OCR model, turning pages into structured output with bounding boxes, block labels and confidence scores.
- Claude Sonnet 5 Anthropic's balance of speed and intelligence: a strong everyday model for assistants, document work, tool calling and coding.
- Gemini 3.5 Flash-Lite Google's lowest-cost current Gemini model for high-throughput work such as sub-agent tasks and document parsing.
- GPT-6 Sol The middle model of the GPT-6 family, positioned for complex coding and agentic workflows at a mid price level.
MCP servers
View all mcp servers- Payments and billing Servers for payment providers and accounting systems: customers, invoices, payments, refunds and bookkeeping.
- Xero Xero's official MCP server lets AI list and create contacts, invoices and payments, read bank transactions and pull reports such as profit and loss.
- QuickBooks Online Intuit's official QuickBooks Online MCP server lets AI search and create customers, invoices, bills and payments and pull financial reports.
- Gmail Google's own Gmail MCP server lets AI search and read threads, manage labels and create drafts. It has no send tool.
- Google Drive Google's own Drive MCP server lets AI search, read and create files in Google Drive, with your Google Workspace sign-in.
- PayPal PayPal's official MCP server lets AI create and send invoices, manage orders, refunds, disputes, subscriptions, shipment tracking and transactions.
Glossary terms
View all glossary terms- OCR OCR, or optical character recognition, is technology that turns text in images and scanned documents into machine-readable text.
- Structured output Structured output is when an AI model returns its answer in a fixed format, such as JSON matching a schema, so software can use it reliably.
- Multimodal model A multimodal model is an AI model that can take in more than one kind of input, such as text with images, audio or video.
- API integration An API integration connects two or more systems through their APIs so data and actions flow between them automatically.
- Webhook A webhook is an automatic message one system sends to another's web address when something happens, such as a payment or a new order.
- JSON JSON is a simple text format for structured data, made of names and values, that most software and APIs use to exchange information.
FAQ
Questions about invoice processing
Have a question that is not here? Ask us directly.
On clear, typed invoices it is highly reliable, and we measure accuracy on your own invoices during the prototype. Uncertain fields always go to review. See document automation.
Xero, QuickBooks and many ERPs with APIs. See billing and payments for related work.
No. Modern AI models read new layouts without setup. Validation rules and supplier records catch mistakes.
It checks for duplicates and flags changes such as new bank details for manual review. It supports your controls; it does not replace them. Read our guide on automating invoice processing.