Invoice processing automation
An AI agent reads incoming supplier invoices, extracts and codes every line item, matches them against purchase orders, and queues each one for a one-click human approval, directly in your accounting system.
The problem
Accounts-payable teams spend minutes per invoice on work that follows the same pattern every time: open the PDF, find the totals, match the supplier, enter the data, chase the approver.
Manual entry produces errors because the work is repetitive, and one wrong payment can cost more than processing a hundred invoices.
Most invoice-automation software forces you to change how you work. An agent learns your current workflow and fits into it instead.
How the agent runs it
Capture
The agent watches the channels invoices already arrive through: an AP inbox, a shared drive, a supplier portal. No new intake process for your suppliers.
Extract and code
Every line item is extracted, GL-coded against your chart of accounts, and matched to purchase orders where they exist. Anything ambiguous is flagged instead of guessed.
Queue for approval
Each invoice lands as a prepared entry with the source document attached, waiting for a one-click approval in Slack, email, or your accounting tool.
Post and file
On approval, the entry posts to your system (QuickBooks, Xero, NetSuite, or your ERP) and the document is filed against the record.
Human in the loop
Where your team stays in charge
No payment moves without a person approving it. The agent prepares; your team decides. Approval thresholds are configurable; many teams auto-approve small recurring invoices after the first months of review.
Work arrives
invoice · ticket · email
Passcut agent
reads · codes · prepares
Your team approves
one click · always human
Done, filed
in your system
Anything unclear goes straight to a person
What changes
Typical before and after for this workflow. We measure your baseline during the audit and commit to numbers per engagement.
| Before | With the agent | |
|---|---|---|
| Time per invoice | 5–10 min manual entry | Under 1 min review + click |
| Entry errors | Manual keying error rates | Flagged before posting |
| Processing hours | Fixed staff time, business hours | Agent runs continuously |
| Audit trail | Scattered PDFs and emails | Every step logged per invoice |
Connects to what you run
- QuickBooks
- Xero
- NetSuite
- SAP Business One
- Gmail / Outlook
- Slack
- Google Drive
Different stack? We integrate through the official API first, exports and email second, browser automation last. The audit tells you where your tools sit before you spend anything.
Common questions on this workflow
Does the agent ever pay an invoice by itself?
No. In every configuration we ship, payment execution requires human approval. Autonomy can be widened later per invoice category; that is your call, made after you have watched the agent work.
What happens with invoices the agent cannot read?
They are routed to a human queue with whatever the agent could extract pre-filled. Nothing is silently dropped, and unreadable-invoice rates are reported so you can see them trending down.
Do we have to change our accounting software?
No. The agent integrates with the system you already run. If your stack has no API, we work through exports, email, or RPA-style automation as a last resort.
How long does setup take?
A working pilot on your real invoices typically runs within 30 days, starting with a read-only phase where the agent's output is compared against your team's manual entries.
Related: Receipt & expense data extraction · AP approval workflow automation · Customer support agent
See what invoice processing automation would save you
45 minutes. We map the workflow as you run it today, estimate the hours an agent returns, and quote the pilot. No obligation.