Supplier invoices are captured by AI the moment they arrive, routed to the right approver with full context, and posted to the ERP on approval — no retyping, no lost PDFs, no month-end surprises.
Typical results
90%
of invoices captured with zero typing
Hours
approval cycle, down from two weeks
100%
of invoices in the system from day one
−4 days
off the month-end close
Figures reflect typical results for this kind of automation.
The challenge
Invoices arrived by email, WhatsApp and even paper, then waited in inboxes for someone to retype them and chase an approver. Approvals took up to two weeks, early-payment discounts were routinely missed, and month-end close meant hunting for invoices nobody had logged.
Before and after
Invoice approval cycle
−95%Invoices retyped by hand
−90%Days to close the month
−44%The automation
Every incoming invoice now flows into one AI capture step that extracts supplier, amounts, line items and due date. The system matches it to a budget line, routes it to the right approver with a one-tap approve/reject, escalates when someone sits on it, and posts approved invoices straight into the ERP with the source document attached.
How it works
- 01
Invoice arrives
Email, WhatsApp or scanned paper — every invoice enters one capture flow.
- 02
AI extraction
Supplier, amounts, line items and due date are extracted automatically.
- 03
Budget match
The invoice is matched to the right budget line with full context attached.
- 04
One-tap approval
The right approver gets the invoice with everything needed to approve or reject in one tap.
- 05
Posted to the ERP
On approval the invoice is posted to the ERP and archived — nothing lost, nothing retyped.
Starts from
- Supplier invoices
- Scans & PDFs
Delivers
- Manager approval
- ERP posting
- Payment reminder
The impact
Roughly ninety percent of invoices are captured without any typing, the approval cycle went from weeks to hours, and finance closes the month without hunting for missing paperwork — every invoice is in the system from the moment it arrived.
Questions about this automation
How does an invoice reach the right approver?
After AI extraction, the invoice is matched to a budget line by supplier, cost center or amount, and approval rules decide who signs off. The approver receives the invoice and its source document with a one-tap approve or reject, and higher amounts can require a second approver.
What happens if an approver doesn't respond?
The flow sends a reminder after a set time and escalates to a backup approver or the finance manager if the invoice is still waiting. Every step is logged, so finance can see where each invoice stands and why, without chasing anyone by email.
Which ERP systems can approved invoices be posted to?
Approved invoices can be posted to any ERP or accounting system with an API or an import option, such as SAP, Priority, NetSuite or QuickBooks, with the source document attached to the entry. This is a multi-step build, usually rolled out in stages, starting with capture and approval.