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For every finance team
Procure to pay
Agents capture invoices, match them to orders and prepare payment runs inside your limits, so payables stops being a pile of inboxes. It starts with a clean vendor list and clear approval rules.
Who this is for. Controller, AP lead or operations leader whose bills arrive by email, whose vendor list has grown messy, and whose approvals happen in reply threads.
The problem today
Bills arrive by email, portal and post, and someone keys each one in. Approvals sit in inboxes, late fees add up, and at month end nobody is sure what has been received but not billed.
The vendor file makes it worse. The same supplier appears three times, tax forms are missing, and a change to bank details can arrive by email with little to check it against. That is where duplicate payments and fraud get in.
- Vendor list de-duplicatedOne record for each supplier
- Tax forms and terms collectedNothing missing before the first payment
- Coding rules written downAccounts, departments and entities agreed
- Approval limits setBy amount, entity and department
- Matching tolerances agreedHow close a bill must be to its order
- Bank detail checks definedWho verifies a change, and how
What changes
Someone keys in every bill from an email attachment.
Bills are read, coded and checked for duplicates as they arrive.
Approvals sit in inboxes until the vendor calls.
Approvals route by your limits, and overdue ones get chased.
The same supplier sits in the system three times.
One vendor record, with terms and verified bank details.
What we deliver
Clean vendor onboarding
Vendors are set up once, with tax forms, terms and verified bank details collected before the first bill is paid.
Purchase requests and POs
Spend is requested and approved up front where your policy requires it, so the bill has something to match against when it arrives.
Invoice capture from every channel
Bills from inboxes, portals and paper are read, coded and checked for duplicates, with the original attached.
Matching to orders and receipts
Each bill is compared with its PO, receipt and terms, and only the differences go to a person.
Approval routing and payment runs
Approvals follow your limits by amount, entity and department, and payment runs are prepared by due date and terms.
Accruals and spend reporting
Received but unbilled items feed the close, and spend by vendor and category is there when you need it.
What agents handle, and where your team steps in
What agents handle
Agents read incoming bills, code them, check for duplicates, match them to orders and terms, chase missing approvals and prepare the payment run. Every action is logged.
Where your team steps in
You set the matching tolerances and the approval limits. New vendors, bank detail changes and anything outside your limits go to a person, and your approver releases each payment run.
Systems we work with
- NetSuiteERP
- QuickBooksAccounting
- SAPERP
- Dynamics GPERP
- ExpensifyExpenses
- ExcelSpreadsheets
From past work
Individual checks from AP reports matched to bank statements for reconciliation.
Card spend brought into group reporting.
Questions we get
Do we need POs for everything?
No. We set the rules by spend type. Recurring and low-value bills can follow a simpler path, and larger or riskier spend gets the full match.
How do you handle bank detail changes?
A change is treated as an exception. It goes to a named person, who verifies it through a known contact before anything is paid.
Do agents pay vendors?
Agents prepare the run. Your approver releases it through your bank or payment system, under the controls you already have.
Does this replace our AP tool?
Often it works alongside what you have. We start from your ERP and your current process, and only suggest a new tool if there is a clear gap.
Related
- Close accelerationA faster, cleaner close across every entity, with blockers and root causes on the record.
- SOX and audit readinessControls, remediation and evidence stay ready all year.
- Order to cash automationFaster billing, collections and receivables reporting.
- All cross-industry workSeven pieces of work apply whatever your business does.