AP automation & reconciliations
Invoices approved, matched and paid without the chase.
Invoice capture, 2- and 3-way matching, approval workflows and payment runs, plus reconciliation bots that clear the routine matches for you.
- Price
- Setup + monthly, quoted
- Built for
- Finance managers and controllers processing 200 or more supplier invoices a month across email, portals and paper.
The problem
Sound familiar?
- Invoices arrive by email, portal and post, and someone retypes every one.
- Approvals live in inboxes, so late fees and duplicate payments slip through.
- Month-end reconciliations take days because matching is done by hand.
The outcome
Every invoice captured once, matched to its PO and receipt, approved by the right person and paid on time.
- One inbox for every supplier invoice
- Approvals routed by amount, cost center and entity
- Duplicate and out-of-tolerance invoices flagged before payment
- Reconciliations that clear routine matches automatically
What's included
Everything in the scope, written down.
- Invoice capture with OCR from email, portal uploads and scans
- 2-way and 3-way matching against purchase orders and goods receipts
- Approval workflow design and set-up
- Vendor master clean-up – duplicates, bank details, tax IDs
- Weekly payment runs prepared for your approval
- Reconciliation rules and bots for bank, card and intercompany
- AP aging report and cash requirement forecast
- Process documentation and controls for your auditor
What you receive
Tools we work in
Your systems, your data.
We work inside your subscriptions, so you keep ownership of every file.
- Bill.com
- Dext
- Ramp
- QuickBooks Online
- Xero
- NetSuite
- SAP Business ByDesign
- Power Automate
- Python
How pricing works
Setup + monthly, quoted
A one-time setup fee for design and build, then a monthly fee to run AP. Quoted after a free automation audit.
What drives the price
- Invoice volume and number of suppliers
- PO and receiving process (2-way or 3-way match)
- Number of approvers, entities and currencies
- ERP or accounting system and its integration options
Do we need to change our accounting system?
Rarely. We automate around QuickBooks, Xero, NetSuite or SAP Business ByDesign, and recommend add-ons only when they pay back.
Who approves payments?
You do. We prepare the payment run and supporting report. Release stays with your authorized signatories.
How long does setup take?
Usually two to six weeks, depending on volume and integrations. We run your current process in parallel until the new one is proven.
How do you work out whether it pays back?
The free automation audit measures your current cost per invoice and error rate. We only recommend automation where the numbers support it.
Often paired with
Industries we do this for: Construction & EPC
Free finance health check
See where your finance function can go next.
Book a free 30-minute finance health check. You leave with three practical fixes, whether or not you hire us.