AP automation · for small business

AP automation that posts supplier invoices to your ERP, with a person approving every exception.

Invoices arrive by email. The system reads them, matches them to the PO and posts the clean ones. Anything else waits for a person, who approves, amends or rejects in one click.

Start the audit Watch the gate

Audits from $2,500, priced to your scope and credited against the build. You keep the process map either way.

*Typical for one well-scoped process. Some take longer.

01 Intake In-tray, pick arm
02 Extract Feelers, gauge bank
03 Match PO and receipt cards
04 Human gate Stop bar, lever
05 Post to ERP Stamp, ERP slot

Example run on a synthetic invoice. Nothing is uploaded or stored.

60 days* First process in production
Every Posting passes a rule or a person
In writing Scope and price before any build
Yours Code, runbook and data

What the inbox costs

One invoice. Four leaks.

Manual AP is paid for in hours, missed terms, duplicates and audit time.

Typed by hand Minutes per invoice to enter, code and chase the approver.
Discount missed 2/10 net 30 pays 2% for paying within 10 days. Only if the invoice is approved in time.
Paid twice The same invoice arrives by email and by portal. Both get paid.
No trail Who approved this, and why? Without a log, the answer is a search through email.

Run your numbers ↓

Northwind Supply Co.

INV-10482 · PO 44-0917

RECEIVED · AP INBOX

Terms 2/10 net 30

Packaging, 40 cases	$1,600.00
Freight	$240.00
Total due	$1,840.00

typed into ERP by hand

Approved by

Example invoice. Fictional vendor, round figures.

Why your controller can sign off

The system proposes. A person decides.

Every field gets a confidence score. Clean, matched invoices post on their own. Anything under the line stops here.

What the approver sees 1 held

Extracted fields threshold 0.85

Vendor Northwind Supply Co. 0.98
Invoice no. INV-10482 0.97
Total $1,840.00 0.99
PO number 44-0917 0.61

Three-way match

	Invoice	PO	Receipt
Packaging	40 cases	40 cases	40 cases
Unit price	$40.00	$38.50	n/a
Freight	$240.00	$240.00	n/a

Stopped: PO number read at 0.61, under 0.85. Unit price differs from the PO.

AApprove EAmend RReject Every decision is logged with a name and a time.

Example approver screen. Values from a synthetic invoice.

01 Read Vendor, number, date, amounts, PO, from the PDF or the email.
02 Match Against PO and receipt, within tolerances you set.
03 Score A confidence per field. We start at 0.85 and tune it on yours.
04 Gate Under the line, or any rule you name, stops for a person.
05 Post To the ERP, with the approval and the source attached.

Hard stops you name New vendorOver a limit you setBank detail changeSuspected duplicate

Systems

Posts to the ERP you already run.

Through the vendor API where there is one. Through the screen where there is not.

From the gate Approved postings

QuickBooks API Online and Desktop. Bills, vendors, attachments.
NetSuite API Vendor bills, PO matching, approvals.
Sage API or screen Intacct, 50 and 100. AP bills, dimensions.
Dynamics 365 API Business Central and Finance. Purchase invoices.
Acumatica API AP bills, PO receipts.

Legacy systems with no API are driven through the screen, monitored, with alerts that say what broke.

Your numbers

What manual AP costs you per year.

Invoices times minutes, at an hourly cost you can change. Plain arithmetic.

Invoices per month

Minutes per invoice entry, coding, approval chase

Assumptions

Loaded hourly cost of AP staff (USD)

An assumption, not a quote: wages plus payroll tax, benefits and overhead. Replace it with your own figure.

Manual AP cost per year

0 hours a month of typing and chasing.

Plain arithmetic on your inputs. Not a quote.

Schedule

Audit from two weeks. Invoices posting in about sixty days.

One invoice stream, start to finish.

Day 1-2 Kickoff We sit with AP and watch a week of invoices go through.
Day 3-6 Map Every route an invoice takes, including the desk drawer.
Day 7-9 Measure Volume, cycle time, exceptions and duplicates, from your data.
Day 10-12 Design Where the gate goes, which rules are hard stops, which fields get written.
Day 13-14 Readout The map, the exception register and a written quote.
Day 15-60+ Build One invoice stream live, gate included.

Typical for one well-scoped stream. Multi-entity or multi-ERP work takes longer and we say so in writing.

The offer

Start with the audit.

A price from your scope, a fixed length and a written answer at the end.

Work order · SA-01 Priced to your scope

Processes in scopeEach one is mapped on its own.

People who do the work Roughly. It moves the price a little.

5 people

Systems it touchesERP, inbox, portal, spreadsheet, bank site.

Sites that run it differentlyBranches, entities or teams with their own way.

Regulated dataPick any that apply.

Most AP teams touch 3 to 5 systems: inbox, ERP, bank portal. Count yours.

Book now

$2,500

Regular price $3,125

Launch offer: 20% off when you book by Dec 31, 2026. Your quote is held for 48 hours.

Work order: SA-01 Starter
Duration: 2 weeks
Credited in full: $2,500

SA-01 Starter $2,500
SA-02 Team $3,000 to $6,000
SA-03 Department $6,500 to $12,000
SA-04 Division $13,000 to $20,000

What you hold at the readout

Process map Every handoff and exception, timed.
Exception register Each edge case named, with a decision.
Scoped build and quote Inputs, outputs, timeline, price.
An honest verdict If AP should stay manual for now, that goes in writing too.

Pay in two halves Two halves open from $7,500.

The work order lists what you entered. If the work turns out bigger, we tell you at kickoff and you choose: we stick to what you entered, or we quote the difference before doing it.

Skip the call

Start the audit now.

Pay the audit price and we start. No discovery call, no proposal round.

01 Pay your audit price By card or US bank account, through Stripe.
02 An engineer reads your brief You hear from them within one business day.
03 Kickoff within 2 business days Then the weeks on your work order to the process map and a written quote.

Credited in full: $2,500 against a build signed within 90 days of the readout.

SA-01 2 weeks $2,500

Regular price $3,125. Launch offer: 20% off when you book by Dec 31, 2026. Your quote is held for 48 hours.

Questions

What finance leads ask first.

Something missing? Write to [email protected].

How accurate is the extraction?

Accuracy is per field, measured on your documents during the audit, not quoted from a vendor benchmark. Fields under the confidence line never post without a person. The audit gives you the exception rate at your threshold.

What happens when it is wrong?

The PO and receipt match catches most of it. The rules you name (new vendor, bank change, over a limit) force a stop. Every posting carries the source image and the reasoning, so a correction is one reversing entry.

Where does our data go?

Your invoices stay in your tenant: your email, your storage, your ERP. Processing runs in infrastructure you own or that is dedicated to you, under a written data agreement. No invoice is used to train anything.

Do we need to clean up vendors or POs first?

No. Messy vendor masters and POs raised after the fact are the normal starting state. The audit maps them and tells you which parts are worth fixing first.

Does this replace our AP team?

It replaces the typing. The exception queue, the vendor conversations and the judgment calls stay with people.

We are a small team on QuickBooks. Is this too much for us?

Not necessarily. QuickBooks is one of the systems we post to, and a smaller scope means a smaller build. The audit tells you whether a build pays back at your volume.

Who owns the system?

You do: code, infrastructure, documentation and runbook. We will run it for you if you prefer.

How long until invoices post on their own?

From two weeks for the audit (more scope takes longer), then one invoice stream in production in about sixty days for a well-scoped case. Several entities or ERPs take longer, and the written quote says so.