What it does
An accounts payable pipeline for a firm that handles bookkeeping for several clients. Invoices arrive by email, upload or WhatsApp photo. Each one is read into supplier, invoice number, dates, line items and tax. It is checked for duplicates and matched to the purchase order and goods receipt. Clean matches go straight to approval and posting; mismatches and new suppliers land in an exceptions queue for the accountant.
The problem
Invoices were keyed in by hand, duplicates slipped through, and matching against purchase orders happened only at month end, when it was too late to chase suppliers.
Approach
Reading and matching happen the moment an invoice arrives. Match rules use tolerances the firm sets for price and quantity. Nothing is paid on its own: matched invoices still need the client's approval, and every exception shows exactly which line didn't match.
- Input
- AI step
- Rules or code
- Person decides
- Result
Screens
Swipe sideways to see the whole screen.
Client work is shown under confidentiality agreements: no client names, and screens are recreated with sample data.
Stack
- Document reading (Gemini API)
- Matching rules
- Accounting system sync
- Approval workflow
Impact
Typical for systems like this.
