Solutions · Accounts payable

Accounts Payable Agent

Read the invoice, match it, code it, route it, and line up the pay run, just like your AP clerk.

Works using screen+ mouse+ keyboard

No new system.No integrations.

See how it works

matched before the due date ↗

PDF viewer · INV-2231Demonstration data
  • VendorBrightline Supplies
  • PO40518
  • Terms2/10 net 30
  • Total$4,180.00
Prophet 21 · Voucher entryBrightline Supplies
  • Copy paper A4 · 6100 Office supplies1,960.00
  • Toner cartridges · 6100 Office supplies1,650.00
  • Delivery · 6200 Freight240.00
Total$3,850.00
✉Sent to AR, Brightline SuppliesShort-pay detail INV-2231.pdf

When will INV-2231 be paid?

It's in the 11/18 payment run, taking the 2% discount. You'll get remittance by email that day.

  1. 01Invoice in
  2. 02Read
  3. 033-way match
  4. 04Code
  5. 05Pay run
The biggest win

Every invoice matched the day it lands

Invoices that sit lose the 2% discount and pick up late fees. Your agent matches them the same day.

Todaythe usual way
  • Invoice sits in the AP inbox
  • Matched and coded In 9 days
  • Deal lost. The 2/10 discount expired and the vendor added a late fee.
VS
With your agent✦ Instant
  • Picked up the moment it lands
  • Read, matched, coded, routed same day
  • Discount taken. Vendor paid on time.

Accounts payable is messy

  • Lost discounts. 2/10 net 30, gone
  • Price creep. Paid more than the PO
  • Duplicate payments. Same invoice, twice
  • Bank changes. New account, no call-back

An agent that handles the messy parts your way.

  • 01Any invoice formatPDF, scan, portal, EDI
  • 02Three-way matchYour tolerance, every line
  • 03Coding rulesGL, job, cost center
  • 04Fraud checksBank changes called back
  • 05Discount datesPaid early when it pays
Today

Every invoice, by hand. Agents should!

  1. ManualAgent Open invoice
  2. ManualAgent Key header
  3. ManualAgent Find the PO
  4. ManualAgent Find receipt
  5. ManualAgent Compare lines
  6. ManualAgent Code GL & job
  7. ManualAgent Route approval
  8. ManualAgent Chase approver
  9. ManualAgent Build pay run
  10. ManualAgent File it

How many hours can you get back?

Built differently

No new system. No integrations.

You're not buying software. You're adding an agent that uses the software you have.

The whole job

Hand the whole invoice to an agent

1 agent
  1. Reads the invoice
  2. Finds PO & receipt
  3. 3-way matches
  4. Codes GL & job
  5. You approve exceptions
  6. Checks the vendor
  7. Builds the pay run
  8. You release payment

Agent does itYou decide

How it works

Five steps. One invoice.

One job, start to finish: Brightline Supplies, invoice INV-2231, PO 40518.

  1. 01

    It reads the invoice

    PDF, scan or portal. Vendor, number, lines, tax, terms.

    PDF viewer · INV-2231
    • VendorBrightline Supplies
    • PO40518
    • Terms2/10 net 30
    • Total$4,180.00

    Invoice INV-2231 · Brightline Supplies

  2. 02

    It matches three ways

    Invoice to PO to receipt, line by line, within your tolerance.

    Prophet 21 · PO & receipt inquiry
    ItemFromPrice
    Copy paper A4, 40 boxesPO 40518 · received 40$1,960.00
    Toner cartridges, 12Invoiced 12, received 10PO 40518 · received 10$1,980.00
    DeliveryPO 40518$240.00
  3. 03

    It codes it

    GL, job, cost center. From the PO and your coding rules.

    Prophet 21 · Voucher entry
    No. V-90214Brightline SuppliesDraft
    DescriptionQtyUnitAmount
    Copy paper A4 · 6100 Office supplies40bx1,960.00
    Toner cartridges · 6100 Office supplies10ea1,650.00
    Delivery · 6200 Freight1ea240.00
    Short-paid 2 toner · discount date 11/19$3,850.00
  4. 04

    It routes the exceptions

    Only the mismatches reach a person, with both numbers shown.

    Outlook · New message

    ToAR, Brightline Supplies

    SubjectRE: Invoice INV-2231 for PO 40518

    Thanks. We received 10 of the 12 toner cartridges, so we're paying $3,850.00 for the items received. We'll pay the last two when they arrive.

    Short-pay detail INV-2231.pdf

    Send
  5. 05

    It answers the vendor

    Payment status and remittance. From your ERP, same day.

    Email · Brightline Supplies

    When will INV-2231 be paid?

    It's in the 11/18 payment run, taking the 2% discount. You'll get remittance by email that day.

    Answered from: Pay run 11/18

The full process

Accounts payable: every step

What the agent does, where you decide, and the rules it checks.

you decide every green box

  1. Invoice arrives
  2. Read invoice fields
  3. Duplicate?
    Yes → hold, flag AP
  4. Find PO & receipt
  5. Match within tolerance?
    No → buyer reviews
  6. Code GL, job, cost center
  7. Enter voucher in ERP
  8. Over approval limit?
    Yes → controller approves
  9. Approver signs off
  10. Vendor bank unchanged?
    No → call-back check
  11. Schedule by discount date
  12. Build pay run
  13. You release payment
  14. Send remittance
  15. Paid & filed

Agent does it You decide Rule check

Your process

Built around how you work

Not a template. Your steps, your rules, your approvals.

  1. 01

    Explain it once

    Talk or type, like training a new hire. Hand over your SOP, price book and a few past quotes.

    When a request comes in, first check: duplicate? If not, hold, flag AP.

    Quoting SOP.pdf Price book 2026.xlsx 3 past quotes
    Describe your process…
  2. 02

    Watch it work

    It works a real job on your screen. You correct it the way you'd correct a person.

    Use the 2026 price book, not last year's.

    Got it. Switched to 2026 and re-priced 4 lines.

    Read requestDrawingPricing
  3. 03

    Save your process

    A written procedure and a flowchart. Every run follows the version you approved.

    1. Read invoice fields
    2. Duplicate?
    3. Find PO & receipt
    4. Match within tolerance?
    5. Code GL, job, cost center
    6. Enter voucher in ERP
    v1 · approved
Fully yours

Change anything. Any time.

Any step, any rule, any approval. Say what changed. Approve the new version.

Accounts payable processv3 → v4
  1. Code GL, job, cost center
  2. Check this customer's historyAdded
  3. Off by more than 2%?Changed
  4. Schedule by discount date
  5. You release paymentRepeat customers: skip
  6. Over approval limit?

Add a step after “Code GL, job, cost center”: check this customer's history and flag anything unusual.

Step added

New rule: Off by more than 2% → buyer reviews.

Rule changed

Repeat customers under the limit don't need my approval anymore.

Approval changed

Saved as version 4. You approved it. The next run follows it. The last runs keep the version they ran on.

Your controls

Your rules. Exactly.

Written once in plain English. Followed every time.

  • Off by more than 2%? Buyer reviews
  • Bank details changed? Call before paying
  • Over $10,000? Controller approves

Never, on any run

  • Release a payment
  • Change vendor bank details
  • Pay an unmatched invoice
  • Delete a voucher

Approvals, where you want them

It stops and asks you.

What it built, what it checked, what looks off and what it suggests. Approve, edit, reject, or take the wheel.

from your desk or your phone ↘

Accounts payable agentRun #1042Paused at step 05 · Three-way matchWaiting for you
Approval you asked for Medium risk AP · step 05 · Three-way match Waiting 0:42 1 of 2 in your queue

Brightline billed 12 toner. We received 10.

You asked to see every quantity mismatch before a voucher is entered.

Agent suggests: Short-pay 2 and tell the vendorOne item needs a look. Everything else checked out.

INVOICE INV-2231 · PO 40518

Copy paper40 billed · 40 received

Toner12 billed · 10 received

Delivery$240 · on PO

GL6100 Office supplies

Discount2% if paid by 11/19

Pay now$3,850.00

Review notes

  • Prices match the PO
  • 2 toner billed but not received
  • Vendor bank details unchanged
Talk Take control Reject Edit Approve short-pay ↵
The difference

Your team, before and after

Your team today and with the agent
TodayWith your agent
Invoice to voucher 9 days Same day
Your AP clerk Keying invoices Working exceptions
Early-pay discounts Often missed Lined up by date
Duplicates Found after paying Stopped at entry
Your numbers

How many hours can you get back?

Your volume, your times, your labor cost. Estimates, not results.

188staff hours per month returned to vendors and the close
$6,750labor capacity per month
$81,000labor capacity per year

Invoices × (minutes today − minutes with the agent) ÷ 60 × hourly cost

These are example assumptions, not results. Example for a mid-size AP team: minutes cover reading, matching, coding and routing. Use your own numbers.

FAQ

Questions owners ask us

Do we have to buy new software or connect anything?

No. The agent works in the software you already use, with the same screens, keyboard and mouse your team uses, under logins you give it. Nothing to replace and nothing to integrate.

How is the agent built?

You explain the job the way you'd train a new hire: talk or type, and hand over your SOP and a few real examples. Then it does a real one live while you watch and correct it. Your process is saved as a flowchart and a written procedure, and every run follows the version you approved.

Will it pay vendors on its own?

No. It prepares vouchers and the pay run. A person releases every payment, and bank-detail changes always go through your call-back check.

Can we change the process later?

Any time. Add a step, change a rule, move an approval or drop one. Tell the agent what changed, review the new flowchart and save it as a new version.

Where does it run, and is it safe?

On your computers, in your signed-in sessions. Logins are kept in a vault and never shown to the AI. Every run is recorded with screenshots, values read and approvals given.

Invoices matched · Discounts caught

Which invoices should we match first?

Bring a stack of last month's invoices.

Get demo

no new system. no integrations. ↗