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Platform · financial core

Accounts payable without the keying

AP is the largest block of low-value work in most finance teams and the one that scales linearly with growth. The agent reads, codes, matches, and routes; your team handles exceptions and releases money. Nothing about that requires replacing your ledger.

Test it on 50 billsThe AP agent
accounts-payable-agentrunning
Bill arrives [email protected]—
Extracted vendor · date · lines—
Coded 6420 · Cloud hosting—
Matched to PO PO-2291 · within 2%—
Policy checked level 2 · under $2,500—
Approved M. Reyes · controller—
Posted to the ledger JE-88104 · period open—
Journal entry JE-8810419 Aug
6420 · Cloud hosting4,180.00
2010 · Accounts payable4,180.00
Balanced4,180.004,180.00
Writes back to your systemPayment release always humanLive in about two weeks
What it doesBefore & afterControlsQuestions

What it does

Six parts, end to end.

Every intake path

A dedicated inbox, supplier portals, EDI, scanned paper, and forwarded email. Whatever arrives becomes a structured bill with line items, tax, terms, and a remit-to.

Vendor master that stays clean

New vendors matched against existing records on tax ID, remit-to, and history before creation. Duplicate vendors are the root of most AP mess and they are cheapest to prevent.

Two and three-way matching

Bill to purchase order to receipt, with configurable quantity and price tolerance. Variances are itemised with the line that caused them rather than blocking the whole document.

Approvals that follow your matrix

By amount, department, vendor, and GL account, with delegation when an approver is away and escalation when one stalls. It reads your existing matrix rather than introducing a second one.

Payment runs, proposed

Grouped by due date, discount opportunity, and cash position. The agent proposes; a named person releases, at any amount, always.

1099 and vendor compliance

W-9 collection, tax classification, and year-to-date tracking maintained through the year rather than reconstructed in January.

Before & after

One ordinary bill, both ways.

Today · by hand

  1. 01Open the email, save the PDF0:40
  2. 02Find the vendor0:55
  3. 03Key header and lines3:10
  4. 04Look up the GL code1:20
  5. 05Find and open the PO1:35
  6. 06Compare quantity and price1:05
  7. 07Email the approver0:45
  8. 08Chase on Thursday1:30
  9. 09Post the entry0:50
Touch time per bill11:50

With the agent

  1. 01Bill received and parsedauto
  2. 02Vendor matchedauto
  3. 03Lines extractedauto
  4. 04Coded 6420 · Cloud hostingauto
  5. 05Matched to PO-2291auto
  6. 06Duplicate check clearedauto
  7. 07Policy checkedauto
  8. 08Approved by controller0:06
  9. 09Posted · JE-88104auto
Human touch time0:06

Where the controls sit

Automating AP means software is now creating liabilities and proposing payments, so the interesting question is not how much it automates but what it structurally cannot do.

  • It cannot release funds. Not at any amount, not at any confidence, not with any configuration. Payment execution requires a named human approver and that is absent from the permission model rather than defaulted off.
  • It cannot create a vendor and pay it. New vendor creation and payment are separated by design, because that combination is the classic fraud vector in automated AP.
  • It cannot post into a closed period. Period state is enforced by the posting engine below the agent.
  • It cannot exceed its threshold by rounding. Policy evaluation is deterministic and happens after the agent proposes, on the proposed amounts.
The right question about automated AP is not how much it does. It is what it is structurally unable to do, and whether that list is published.

Duplicate detection, specifically

Duplicate payment is the most common expensive AP error and it is rarely a single re-keyed invoice. It is a statement re-sent as an invoice, a vendor changing its invoice numbering mid-year, or the same work billed under two entities of the same group.

Detection runs on invoice number, amount and date proximity, vendor group rather than vendor record, and line-item similarity — and a suspected duplicate is held with the candidate shown side by side rather than blocked silently. Catching these before approval rather than after payment is where the measurable money is.

Working on your existing ledger

Most customers run this on QuickBooks, NetSuite, Sage Intacct, Acumatica, Dynamics, Odoo, or Xero. Bills are read, coded, and approved here, then written back as a finished bill in your system of record. Your accountants keep the books where they are; the keying stops either way.

What we do not do

We are not a payment rail. Execution runs through your bank, Bill.com, Ramp, or whoever you use today. We propose the run and hand it to the system that moves money, which keeps banking relationships and controls where they already are.

Questions

What AP teams ask.

Does this replace Bill.com?
It can, or it can sit alongside it. Many customers keep Bill.com as the payment rail and use us for capture, coding, matching, and approval — which is where the manual work actually is.
What happens to a bill with no purchase order?
It follows a non-PO approval path you configure, usually by GL account and amount. Nothing is auto-posted without either a match or an explicit policy covering non-PO spend.
How long until coding is accurate?
Straight-through rate typically starts around 30% and reaches the high eighties by week twelve as it learns your vendor and account patterns. The curve and the method are published.
Can we keep our approval hierarchy?
Yes. We read your existing matrix rather than asking you to rebuild it, because two approval systems is how approvals stop meaning anything.
What about multi-entity AP?
Bills are coded to the right entity and intercompany allocations are proposed where a cost spans entities. The elimination happens at close as a gated task.

Stop keying vendor bills.

Fifty real invoices is enough to see exactly what the agent would have done on your chart of accounts.

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