How it works
Follow one invoice from inbox to payment.
This is what happens to a single supplier invoice inside AP Suite, step by step. Agents do the routine work. Your team steps in only where a decision is needed.
The journey of one invoice
- 01[ Capture ]
The invoice arrives
Agent
A supplier sends an invoice by email, EDI, portal or post. The agent picks it up the moment it lands and works out what kind of document it is.
Your team
Nothing to do.
- 02[ Capture ]
The data is read and cleaned
Agent
Supplier, invoice number, dates, totals, tax and every line item are extracted, then linked to your supplier records, POs and GL codes.
Your team
Check only the fields the agent is unsure about.
- 03[ Shield ]
It is checked for fraud and duplicates
Agent
The invoice is compared with past invoices and the supplier’s normal behaviour. Duplicates, changed bank details and odd patterns are flagged.
Your team
Decide on flagged invoices: block the payment or mark it safe.
- 04[ Match ]
It is matched to the PO and receipt
Agent
The invoice is matched against the purchase order and goods receipt. Small differences within your tolerance rules are cleared automatically.
Your team
Approve or override the recommended action on real exceptions.
- 05[ Your ERP ]
It is posted, approved and paid
Agent
The clean, matched invoice is posted to your ERP and follows your existing approval and payment run.
Your team
Approve as you do today, under your own policy.
- 06[ Assist ]
The supplier asks “when will I be paid?”
Agent
The agent answers instantly, in the supplier’s language, using live invoice and payment status.
Your team
Handle disputes and sensitive requests, with the full history attached.
The short version
Three steps, run by agents.
The same journey, summarised.
- 01Inbound
Capture and classify
Agents read, validate and prioritise every invoice the moment it arrives, by email, EDI, portal or scan.
- 02Validate
Match, resolve and post
Agents match against POs and receipts, clear exceptions within policy, post to your ERP and hand off anything that needs a human decision.
- 03Feedback
Monitor and improve
Agents learn from every correction, surface cash and risk insights for finance leaders, and report on performance against your targets.
Glossary
AP terms, in plain English.
New to accounts payable jargon? These are the words you will see on this site.
- Accounts payable (AP)
- The team and process that receives supplier invoices and pays them.
- Agent
- AI software that carries out a task on its own, within rules you set, and hands off to a person when it should.
- Touchless invoice
- An invoice processed from arrival to posting without anyone touching it.
- Exception
- An invoice that can’t be processed automatically, for example because the price differs from the PO.
- Purchase order (PO)
- The order your company sent the supplier. The invoice should agree with it.
- Two- and three-way matching
- Checking the invoice against the PO (two-way), and also against the goods receipt (three-way).
- Non-PO invoice
- An invoice with no purchase order behind it, such as utilities or services, which needs coding to the right account.
- ERP
- Your core finance system, such as SAP, Oracle, NetSuite or Dynamics 365. AP Suite works on top of it.
- GL code
- The general-ledger account an invoice line is booked to.
- Early-payment discount
- A discount a supplier offers if you pay before the due date.
Next step
Ready to rethink accounts payable?
Tell us about your invoice volume and ERP, and we’ll show you what AP Suite can do with it.