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AI invoice matching

AI invoice matching that leaves your accounts team with the exceptions.

Custom AI agents that match supplier invoices to purchase orders, delivery notes and agreed prices, then flag only the discrepancies for review, with the reason attached.

Discuss your bottleneck Book a discovery call
Where the time goes

Matching invoices by hand does not get faster with practice. It just gets more tiring, and tired people let lines through.

01

Two people matching invoices against purchase orders and delivery notes, line by line, in Sage or Xero

02

Duplicates caught only if the same person happens to process both copies

03

Supplier prices creeping up a few pence at a time across several invoices

04

Every supplier sends a different format, so nothing can be imported cleanly

05

Payment runs delayed while somebody checks what should have been automatic

06

Supplier statements and payment runs that still need a manual check against the ledger

How we solve it

The agent reads the invoice, finds what it should match against, and puts only the items that do not line up in front of your team.

Custom AI systems & agents

Extraction from any supplier layout

Pull supplier, reference, line items, quantities, rates and totals from PDFs, scans and emailed attachments, without a template per supplier.

Custom AI systems & agents

Three way matching against your rules

Compare invoice, purchase order and goods received note, including tolerances your team sets, and record the outcome against each line.

Custom AI systems & agents

An exception queue with the reason attached

Only mismatches reach your team, each with the detail: quantity invoiced 40, delivered 36. Nobody reads the clean ones twice.

Custom AI systems & agents

Duplicates and price creep

Spot the same invoice submitted twice, and the line price that has quietly moved since the agreed rate.

Custom AI systems & agents

Posted into your accounting package

Approved items are coded and entered in Sage, Xero or QuickBooks, with the audit trail linking back to the original document.

Project stories

What this could look like in your business.

M&E contractor · Greater Manchester

Accounts checks the exceptions, not every line.

Two people in the accounts team of an M&E contractor match supplier invoices by hand against purchase orders and delivery notes in Sage. It is slow, and things slip through.

A custom AI agent now does the matching and drops anything that doesn't line up into a shared inbox with the reason attached, like 'quantity invoiced 40, delivered 36'.

Each supplier's invoice format needed tuning during the pilot. Anything the agent isn't sure about stays with accounts for review.

Accounts spend their time on the exceptions, and duplicate or overpriced lines get caught before payment.

Pub and hotel group · Lancashire

Monday starts with the numbers, not the copying.

At a pub and hotel group, the operations manager spends Monday mornings copying figures from each site's till and reservation records into a spreadsheet before anyone can talk about the week.

The figures now pull themselves into a one-page Monday summary, with supplier invoices checked against agreed prices as they land.

One thing it picked up early: a drinks supplier creeping individual line prices up across several invoices. That gave the manager something specific to take back to the supplier.

Monday reporting takes minutes, and supplier price changes surface the same week instead of months later.

What to measure

Agree the targets. Test the improvement.

These are measures for a pilot, not claimed client results. We agree your starting point and targets during discovery, then review the evidence with your team.

Invoices needing a person

Share of invoices your team still opens, and the time spent on each.

Exceptions caught before payment

Duplicates, short deliveries and overcharges found before money leaves.

Time from invoice to approval

How long an invoice waits before someone has looked at it.

Supplier price changes spotted

How quickly a moved line price reaches someone who can challenge it.

Systems we connect
SageXeroQuickBooksNetSuiteOutlookSharePointDropboxExcelAnything with an API

We build around the tools you already run. Anything with an API or a database is fair game, with access and scope agreed during discovery.

Who this is for

Strongest where invoice volume is steady, the purchase order trail exists, and someone currently spends hours checking it.

  • Finance teams processing hundreds of supplier invoices a month
  • Construction, distribution and hospitality groups with heavy supplier spend
  • Accountancy practices doing bookkeeping for several clients
  • Groups with multiple entities sharing one finance team
How we work

Discover, build, evaluate, operate.

01

Discover

Start with the task taking too much time. We look at the data, the systems and the constraints, then agree a starting point and the measures that show whether it worked.

02

Build

We build a focused version on one high-value problem, with the boundaries, permissions and approval points your team needs.

03

Evaluate

Your team compares the result against the agreed starting point. Gaps and teething problems are reviewed together before a wider rollout.

04

Operate

We monitor quality, cost and drift, then extend the system where it earns its place in the workflow.

FAQs

Questions, answered.

What the system does, what stays with your team, and how your data is handled.

Related
Custom AI agentsConstruction outcomesPrivate AI document searchBook a discovery call

How many invoices does your team check by hand each month?

Bring a sample of your real invoices and your matching rules. We will show what the exception queue looks like.

Discuss your bottleneck Book a discovery call