AI Invoice Agent
The invoices arrive as PDFs. Someone still types them in.
An agent that reads every invoice, bill and receipt that lands in your inbox, pulls out the fields you care about, checks them against what you ordered, and files them in your accounting system. The exceptions come to a person. Everything else does not.
- Reads from the inbox
- PDF, scan or photo
- Matches your purchase orders
- Files into your books
See it work
One invoice, read in a second
An illustration, not a screenshot of a real customer's paperwork. Press read and watch the fields fill.
NORTHGATE SUPPLY CO.
InvoicePress read. Each value appears beside the line it came from.
What it does
Six jobs, on every document
The typing disappears. The judgement calls, and anything that looks wrong, still reach a person.
Watches the inbox you already use
Suppliers keep emailing the same address. The agent picks up attachments from there, or from a shared drive, without anyone forwarding anything.
Reads scans and photos, not just clean PDFs
A phone photo of a delivery docket taken in a warehouse is the normal case, not the edge case.
Matches against what you ordered
Line items checked against the purchase order and the delivery note. Mismatches are flagged rather than quietly filed.
Sends exceptions to a person
Anything unreadable, duplicated, out of tolerance or from an unknown supplier goes to a human queue with the reason attached.
Never pays anything
It prepares and files. Releasing money stays with whoever holds that authority today, and that separation is deliberate.
Leaves an audit trail
Every extraction keeps the source file, what was read, what was changed by hand and who approved it.
Where it sits
In your inbox, out to your books
No migration and no new system for your team to learn. The document ends up where it would have ended up anyway, without anyone typing it.
Wherever suppliers already send it
The agent watches the address and the folders you use today. Nobody forwards anything to a new system.
GmailOutlook
Dropbox
Google DriveRead, checked, and matched
Fields extracted, totals verified against the purchase order, duplicates caught, anything doubtful set aside for a person.
Claude
n8nFiled in the books you keep
Posted against the right supplier, queued for approval, with the original document attached to the entry.
QuickBooks
Xero
Sage
Google SheetsBeing straight with you
What it will not do
Money and judgement stay with people. These limits are deliberate, and the first one is not negotiable.
It will not pay anything
It prepares entries and files documents. Releasing funds stays with whoever signs today. We would refuse to build it the other way.
It will not guess at a bad scan
If a total is genuinely unreadable it says so and routes the document to a person. A confident wrong number in your books is far more expensive than a slow one.
It will not fix a broken process
If nobody knows which purchase order a bill belongs to today, automation makes that ambiguity faster rather than solving it. That is a process problem and we will say so.
It will not replace your bookkeeper
It removes the typing. Judgement calls, month end and anything involving a conversation with a supplier stay firmly human.
How it gets built
It earns the work gradually
It runs beside your team before it runs instead of them, so you can see what it gets right before anything depends on it.
We read your last hundred invoices
Your real suppliers, your real formats, including the awkward ones. This is where we find out what actually varies.
It runs beside you, changing nothing
The agent processes live invoices in parallel while your team works as normal. You compare its output against theirs with nothing at stake.
It files the easy ones
Clean invoices from known suppliers go through automatically. Everything else still goes to a person, and the split is visible.
You set the tolerance
Once you can see what it gets right, you decide how much it handles alone and what always needs eyes. That line is yours, and it can move later.
Questions
The ones finance teams ask
Mostly about what happens when it is wrong, which is exactly the right question for anything touching your books.
The same thing that happens when a person does, except it is easier to catch: every extraction keeps the source document beside the value it pulled, so a wrong figure is visible next to the invoice it came from. Corrections feed back into the weekly review, and anything below the confidence line you set never posts without a human looking first.
Less than you would expect. The agent reads meaning rather than fixed positions on the page, so a new layout from an existing supplier is usually handled without changes. Genuinely new formats get picked up in the weekly review.
No. It writes into what you already run. If your process depends on a spreadsheet that lives between two systems, it can write to that too. The point is to remove the typing, not to start a migration.
No. It runs on your accounts, and invoices are processed and discarded rather than retained for training. Nothing is shared with other clients, and we do not keep copies.
OCR turns a picture into text. It does not know which number is the total, whether that total matches your purchase order, or which supplier account it belongs to. This does those, and asks a person when it is unsure.
It starts paying for itself in the low hundreds of documents a month, though the trigger is usually frustration rather than volume: month end taking a week, or the same query going back and forth because nobody can find the original bill. Below that we will tell you it is not worth it yet.
Start here
Tell us what lands in your inbox
Roughly how many documents a month, which systems they end up in, and where it currently hurts. We will tell you honestly whether this is worth doing yet.
- A reply within one business day
- A view on which documents to automate first
- A straight answer if your volume does not justify it
