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Invoice Extraction, Validation &Approval Routing

Turn invoices (PDFs, scans, emails) into validated structured records, route them to the right approvers, and manage exceptions with full visibility – reducing manual entry, rework, and approval delays.

CORE PROMISE
IntakeExtractValidateMatchRouteTrack

(Faster approvals, fewer errors)

Best For:
Procurement Ops
AP / Procure-to-Pay
Vendor Management
Shared Services
Finance Ops (who processes own invoices too)

Common pain points we solve

Invoices arrive in many formats (PDFs, scans, email attachments)

Missing PO numbers, line items, or tax breakdowns

Chasing vendors for missing PO or GRN references

Duplicate invoices slipping through

Manual data entry into ERP / P2P systems

Invoices routed to the wrong approver

Late approvals causing late fees and vendor dissatisfaction

Where this fits

Ideal starting scope for a pilot implementation

Teams Involved

  • Procurement Ops
  • AP / Shared Services
  • Approvers
  • Vendor Management

Channels

  • Email attachments
  • Invoice portals
  • Shared drives

Ideal Pilot Scope

  • 1 business unit / plant / cost center
  • 2-3 invoice layouts (top vendors)
  • 15-25 key fields + matching rules
  • 1 approval routing policy

Inputs & Outputs

What goes in and what comes out

Inputs

  • Invoice documents (PDFs, scans, images)

  • Supporting docs (optional): PO, GRN/receipt, contract terms

  • Reference sources:

    • Vendor master
    • PO master
    • Receipt / GRN data
    • Cost center mapping

Outputs

  • Structured invoice record (JSON / CSV) ready for ERP ingestion

  • Validation results + confidence scores

  • Match result: matched / mismatch / missing reference

  • Exception case with missing items list

  • Dashboards: cycle time, exception trends, top vendor issues

  • Approval task with due date + SLA

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

  • Item description / SKU
  • Quantity, unit price, line total
  • Tax rate / tax amount
  • Cost center / project code (if present)

Validation & Matching Rules(Where ROI comes from)

Matching Examples

  • 2-way match: Invoice ↔ PO
  • 3-way match: Invoice ↔ PO ↔ Receipt/GRN
  • Tolerance bands for price/quantity differences
  • Split invoices across multiple POs (if required)

Validation Examples

  • Invoice number present & unique (duplicate detection)
  • Total = subtotal + tax (completeness rules)
  • PO required for PO-based invoices
  • Vendor must match PO vendor
  • Currency matches PO currency (if defined)

The Workflow

Step-by-step automation from intake to tracking

Step 1

Intake

Invoice arrives via email, portal, or upload.

Step 2

Preprocess

De-skew scans, split pages, and run quality checks.

Step 3

Extract

Pull vendor, invoice number, dates, totals, taxes, line items, PO number, payment terms.

Step 4

Validate

Check required fields, formats, sanity rules, and duplicate invoices.

Step 5

Match

Apply 2-way / 3-way match logic (Invoice ↔ PO ↔ GRN) where available.

Step 6

Exception Route

Create a case for missing PO, mismatch, or duplicate with reason codes.

Step 7

Approve & Track

Route to correct approver, track cycle time, SLAs, and vendor quality.

What ApexIQ Delivers

Invoice Extraction Pipeline

(layout-robust)

Field Map + Normalization

(dates, currencies, vendor naming)

Validation Rules Engine

(required fields, totals, duplicates)

Matching Logic

(2-way/3-way) based on your data availability

Exception Workflow

reason codes + owner assignment + SLA timers

Approval Routing Rules

(cost center, category, amount thresholds)

Structured Outputs

for ERP/P2P ingestion

Dashboards

cycle time, exceptions, vendor quality, backlog aging

Monitoring

drift/layout change alerts + continuous tuning

Integrations & Data Sources

We integrate based on your stack

Email

  • Outlook/Microsoft 365
  • Gmail/Google Workspace
  • Zoho Workspace

Workflow

  • Jira/ServiceNow/Asana/Monday
  • Internal QMS tool

Storage

  • SharePoint/Drive/S3
  • Repositories

ERP/P2P

  • SAP/Oracle/Coupa/etc.
  • (API/export integration)

Receipt/GRN source

  • WMS/ERP receiving data

Accuracy & Safety Controls

Built-in safeguards and quality measures

Confidence scoring at field + document level

Auto-post only on high confidence + passing validation/match

Exception queue for low confidence, missing PO, mismatches, duplicates

Human review lane with full audit history (before posting)

Strict rules for payment terms and amounts (no guessing)

End-to-end audit trail: extracted → validated → approved → posted

Honest positioning

Routine invoices can be automated heavily.

Exceptions stay visible, structured, and controlled — not hidden.

Pilot Plan (2–4 Weeks)

A proven timeline to get you to production

W1Week 1

Scope & Samples

  • Pick invoice types and top vendors
  • Define field set + tolerance rules
  • Choose approval routing policy
W2Week 2

Build extraction + validation

  • Configure preprocessing + extraction
  • Implement validation + duplicate checks
  • Define output schema (ERP mapping)
W3Week 3

Matching + shadow run

  • Add PO/receipt matching (if data available)
  • Run in parallel with current workflow
  • Tune for vendor format differences and edge cases
W4Week 4

Integrate + roll out

  • Route exceptions into workflow tool
  • Enable approvals and SLA alerts
  • Expand to more vendors or line items if stable

Pilot KPI Targets

Manual entry reduction (minutes saved per invoice)
Straight-through processing rate (valid + matched invoices)
Exception rate + top reasons (missing PO, mismatch, duplicates)
Cycle time reduction (invoice to approval/posting)
Late fee reduction / on-time payment improvement
Vendor compliance improvement (repeat issues tracked)

What We Need From You

Client checklist to kick off the pilot

1
One procurement/AP owner + reviewer for weekly tuning
2
PO and receipt/GRN data access (export/API) for matching
3
Approval routing policy (thresholds, cost centers, approvers)
4
Duplicate handling rules and tolerance ranges
5
Destination system mapping (ERP/P2P fields)
6
One procurement/AP owner + reviewer for weekly tuning

Want faster containment and cleaner CAPA workflows without inbox chaos?

Book a consultation or request an assessment—we'll recommend the best first workflow to pilot.