AP Invoice Automation
Convert inbound invoices into validated, matched, and approval-ready records — manage exceptions with reason codes and audit-ready controls, reducing manual entry, rework, and late payments.
(Audit-ready, scalable)
Common pain points we solve
Where this fits
Ideal starting scope for a pilot implementation
Inputs & Outputs
What goes in and what comes out
What we extract (Example Fields)
Header Fields
- Vendor name / ID
- Invoice number & invoice date
- PO number(s)
- Currency, subtotal, tax, total
- Payment terms & due date
- Bill-to / ship-to (optional)
Line Items
- Description / SKU
- Quantity, unit price, line total
- Tax rate / amount
- Cost center / project code (if present)
Validation & Matching Rules(the “real AP value”)
Matching Examples
- 2-way match: invoice ↔ PO
- 3-way match: invoice ↔ PO ↔ receipt/GRN
- Tolerance bands for qty / price differences
- Split-PO handling where required
Validation Examples
- Invoice number uniqueness (duplicate detection)
- Totals match check (tolerance-based)
- PO required for PO-based invoices
- Vendor must match PO vendor
- Currency & payment terms consistency
The Workflow
Step-by-step automation from intake to tracking
Intake
Invoice received via email, portal, or upload.
Preprocess
Scan cleanup, page split, and quality checks.
Extract
Pull vendor, invoice number, invoice date, totals, taxes, line items, PO number, and payment terms.
Validate
Check required fields, format rules, and math validation (subtotal + tax = total).
Match
Perform 2-way / 3-way match (invoice ↔ PO ↔ receipt/GRN) where data exists.
Exception Handle
Create exception case for missing PO, mismatches, or duplicates — OR route to approver and post to ERP when cleared.
Track
Track cycle time, exception trends, vendor quality, SLA, and aging dashboards.
What ApexIQ Delivers
ADP pipeline for invoice extraction
(layout-robust)
Matching Logic
(2-way/3-way) based on your systems
Validation rules engine
(required fields, totals, duplicates)
Approval Routing
(amount thresholds, cost centers, entity rules)
Exception Workflow
with reason codes + ownership + SLA timers
Structured output mapping
for ERP ingestion
Dashboards
(cycle time, exceptions, vendor trends, backlog)
Monitoring + Tuning
Explainable routing and continuous improvement
Integrations & Data Sources
We integrate based on your stack
- Outlook/Microsoft 365
- Gmail/Google Workspace
- Zoho Workspace
Receipt/GRN source
- ERP/WMS receiving data
ERP/P2P tools
- SAP, Oracle,
- NetSuite, Dynamics (API/
- export integration)
Workflow/ticketing
- ServiceNow/Jira/
- Freshdesk(optional for
- exceptions/approvals)
Storage
- SharePoint/Drive/S3-style
- Repositories
P2P tools
- Coupa/Ariba/etc. (optional)
Accuracy & Safety Controls
Built-in safeguards and quality measures
Confidence scoring per field & document
Auto-post only when validation + match pass at high confidence
Exception queue for low confidence, missing PO, mismatches, duplicates
Human review lane with full audit history before posting
No guessing on amounts or terms — extracted + validated only
Audit trail for every change and approval step
Honest positioning
High automation for routine invoices
edge cases routed safely — controlled, traceable, audit-friendly
Pilot Plan (2–4 Weeks)
A proven timeline to get you to production
Pilot KPI Targets
What We Need From You
Client checklist to kick off the pilot
Want AP workflows that move faster without manual entry and exception chaos?
Book a consultation or request an assessment—we'll recommend the best first workflow to pilot.