Blueprint

Accounts payable automation

Supplier invoices captured, extracted, matched to purchase orders and approved, then posted to the ERP, with exceptions routed to finance.

Discuss a system like thisSee the system

At a glance

Industry
Finance & back office
Core modules
5 modules
Disciplines
AI & Automation, Enterprise & Integration
Integrations
4 systems
Illustrative interface. Blueprints show how we would approach a common system in each industry. They are not client projects; names and numbers in the interfaces are illustrative.

The problem

Accounts payable teams retype invoice lines from PDFs, chase approvers by email and discover duplicates after they are paid. The work is high-volume, rule-heavy and has a clear owner: exactly where careful automation pays off first.

  • 01Invoice lines retyped from PDFs and scans
  • 02Approvals chased by email
  • 03Duplicates and errors found after payment

The system

What we would build.

5 modules, designed around the people who use them every day.

  1. 01

    Invoice inbox

    Invoices from email, upload and supplier portal in one queue.

  2. 02

    Extraction & validation

    Supplier, lines, tax and totals extracted and checked against your rules.

  3. 03

    PO & receipt matching

    Two- and three-way matching with tolerances you control.

  4. 04

    Approval workflow

    Approvals by amount, cost centre and supplier, in email, chat or the app.

  5. 05

    ERP posting

    Approved invoices posted to the ERP with the full audit trail attached.

  6. Integrations
    • Email & storage
    • NetSuite / Odoo / Dynamics / SAP
    • Banking
    • Chat (Slack / Teams)
    Typical stack
    • Python
    • TypeScript
    • PostgreSQL
    • Temporal
    • Claude
    • Microsoft Azure

AI & automation inside

Where AI does the routine work.

Every AI step is measured against real examples before it goes live, logs what it did, and hands uncertain or high-stakes cases to a person.

  1. Line-level extraction

    PDFs and scans turned into structured lines, with a confidence score per field.

  2. Exception handling

    Mismatches explained in plain language and queued for finance with the evidence attached.

  3. Anomaly flags

    Likely duplicates, unusual amounts and changed bank details flagged before payment.

Delivery

How we would deliver it.

In phases, each one in production before the next begins, so the business sees value early and every step can be adjusted.

  1. Phase 1

    Assessment & evaluation set

    Sample real invoices, document rules and exceptions, and build the evaluation set.

  2. Phase 2

    Capture, extract, match

    Inbox, extraction and matching running in parallel with the existing process.

  3. Phase 3

    Approvals & posting

    Approval routing and ERP posting switched on once accuracy is proven.

What we would agree to measure

Targets set with you during discovery, not results we claim in advance.

  • Time and cost per invoice
  • Share of invoices processed without edits
  • Late-payment fees
  • Days to close the month

Start a project

Need a system like this one?

Every blueprint changes once it meets a real business. Tell us how yours works today. An engineer will reply with honest questions and a sensible first step.

Book a discovery call

What happens next

  1. 01We review your briefAn engineer reads every message and replies within one business day.
  2. 02Discovery callAbout 30–45 minutes on your goals, constraints and what a good outcome looks like.
  3. 03Written proposalScope, approach, team, timeline and an estimate. No charge and no obligation.