Document processing automation
The same AI, applied to any document your team handles.
Invoice Processing Automation
Invoice processing automation, from inbox to approved and posted
Supplier invoices arrive as PDFs, scans and email attachments, and someone on your team types every one in. We build AI invoice processing that reads each invoice, checks it, matches it to the right purchase order, routes it for approval and posts it to your accounting software. Your team only handles the exceptions.
Works alongside your existing accounting software and approval rules.
A common starting point within business process automation. Invoices are usually one step in procure-to-pay, and we can automate the whole thing.
Supplier invoice, automated
- Invoice arrives in the AP inboxPDF, scan or attachmentCaptured
- Details extractedSupplier, lines, tax, totalTotals checked
- Matched to the POPrice and quantity agreeMatched
- Approved and postedTo your accounting softwareDone
Anything unusual goes to your team to review first.
Manual invoice processing costs more than the time it takes
- Hours of keying. Supplier, date, invoice number, line items, tax and totals, typed in by hand.
- Approval chasing. Invoices sit in inboxes waiting for someone to say yes.
- Duplicates and errors. The same invoice paid twice, a digit transposed, the wrong supplier coded.
- Late payments. Missed early-payment discounts, late fees and frustrated suppliers.
- No visibility. Nobody can say quickly what's waiting, what's approved and what's due.
How does AI invoice processing work?
Step 1
Receive
Invoices are collected from your AP inbox, supplier portals or uploads, whatever the format.
Step 2
Read
AI extracts the supplier, invoice number, dates, line items, tax and totals, even when every supplier's layout is different.
Step 3
Check
Totals are recalculated, the supplier is matched to your records, and duplicates are caught.
Step 4
Match
The invoice is matched against the purchase order and, where you use them, the goods receipt (2- or 3-way matching).
Step 5
Code
GL codes, cost centers and tax are suggested based on the supplier and your past coding.
Step 6
Approve
The invoice is routed to the right approver based on your rules (amount, department, supplier), with reminders.
Step 7
Post
Approved invoices are posted to your accounting software and filed with a full audit trail.
The exceptions your team should see, and nothing else
When something doesn't look right, the invoice goes to a person with the reason clearly flagged:
- Possible duplicate invoice
- Price or quantity doesn't match the PO
- Supplier bank details changed (a common fraud signal)
- New or unknown supplier
- Tax or total doesn't add up
- Missing PO number
- Amount above an approval threshold
Invoice processing automation software, or a solution built around your process?
There are good AP automation platforms. For some businesses, they're the right answer, and if that's you, we'll say so.
A custom approach tends to make more sense when:
- Your invoices feed into more than one system (for example ERP and a job-costing or operations tool)
- Your approval rules don't fit a standard template
- Your accounting system is niche, older or customized
- You'd rather not add another per-invoice or per-user subscription
- Invoice processing is one part of a bigger workflow you also want automated
| Off-the-shelf AP software | Brainium Automation | |
|---|---|---|
| Setup | You configure it | We build and connect it |
| Fits your approval rules | Within the tool's options | Built around them |
| Connects to other systems | Standard connectors only | Any system we can reach |
| Pricing | Ongoing subscription, often per invoice or user | Fixed project price + optional monthly care |
| Extends to other workflows | Usually AP only | Expenses, reconciliation, reporting and more |
You stay in control
Human review where it matters.
When the AI isn't confident, or the stakes are high, the item goes to a person to check before anything is posted.
Rules, not guesswork.
We add validation checks (totals, formats, duplicates, matching against your records) on top of the AI.
A clear audit trail.
Every automated action is logged: what came in, what was extracted, what changed, and who approved it.
Your data stays protected.
We sign an NDA before we see your data, access is limited to what the automation needs, and we never use your data to train AI models.
Works with the accounting software you already use
Works with
- Xero
- QuickBooks Online
- Sage
- NetSuite
- Microsoft Dynamics 365 Business Central
- MYOB
- SAP Business One
- Zoho Books
- FreeAgent
Using an ERP or accounting system that isn't listed? Tell us which one, and we'll check how to connect to it.
Is it worth automating your invoices?
A simple way to check:
Invoices per month × minutes per invoice ÷ 60 = hours of keying per month
For example, 400 invoices a month at 5 minutes each is about 33 hours a month, close to a full week of someone's time, before you count approval chasing, corrections and supplier queries.
If your number is well into double digits, it's worth a conversation.
Find What You Can AutomateTry your numbers
33hours of keying per month
400hours per year
Invoice processing automation: common questions
What is invoice processing automation?
Invoice processing automation uses software to receive supplier invoices, extract their details, check and match them, route them for approval and post them to your accounting system, without manual data entry. AI lets it handle invoices in any layout rather than only fixed templates.
Is this the same as AP invoice processing automation?
Yes. It covers the accounts payable side: vendor invoice processing automation for every supplier bill, from capture and matching to approval and posting to your ledger. Invoices you send to customers are a different process, which we can automate as part of order to cash.
How accurate is AI at reading invoices?
Clean digital invoices are read very reliably. Poor scans are harder. Every invoice passes validation checks (totals, supplier, duplicates, PO match), and anything uncertain goes to a person. We'll test on a sample of your real invoices before the full build.
Can it do 2-way and 3-way matching?
Yes, if your purchase orders and goods receipts are available in a system we can connect to.
Does it work with our accounting software?
Most likely. We connect to common accounting and ERP systems, and can usually work with less common ones too. Tell us which system you use and we'll confirm.
What about invoices that come in by post?
Scan them into a monitored folder or inbox, and they follow the same flow.
How long does it take to set up?
A typical invoice automation project takes 2–6 weeks, including testing on your real invoices.
What does invoice processing automation cost?
The automation of invoice processing is quoted as a fixed-price project once we understand your invoice volume, approval rules and accounting system, with optional ongoing care. There's no per-invoice fee and no hourly billing.
How many invoices is your team typing this month?
Tell us your volume and your accounting system. We'll tell you how much of the process AI can handle, and what it would take.
Find What You Can AutomateFree assessment. No commitment. If something isn't worth automating, we'll say so.