99%lines auto-coded
3–5 hrs/day → 15 mininvoice entry
3,148wordings mapped
Client numbers: Stas & K, a food manufacturer (Dnipro) · confirmed 2026
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Case study · Invoice & AP Automation
Stop typing invoices. Approve only exceptions.
Every supplier writes the same product a different way - their catalogue name is not yours. The system learns that mapping from your own purchase history, so each invoice is read the moment it arrives, checked on its own face - supplier, ABN, GST, arithmetic, duplicates - and coded line by line into the items you actually use. Coded bills post straight into Xero, MYOB or whatever ledger you already run; only a wording nobody has ever seen reaches a person, and only once.
99% lines codedlearns your wordingERP-safe
The problem
Every supplier writes the same product a different way
Every supplier sends invoices a different way - a PDF here, a link there, a scan buried in a forwarded email. Worse, they all name things a different way: one writes RHS 50X50X3.0 GAL 8.0M, another writes 50x50 SHS galv 8m, and neither is what the item is called in your system. So someone opens each PDF and decides, line by line, what it actually is - then types it in. That decision is the slow part, not the typing, and it is the part every generic OCR tool leaves to you.
Almost no business holds the supplier's numbers in advance. Nobody knows what the invoice should say before it arrives, so "compare it with what we expected" is not a real workflow. What a business does hold is its own history: what it buys, what it calls those things, and what it paid last time.
What we built
An AI mailroom with a dictionary of your own items
A mailbox watcher reads invoice emails the moment they arrive. An AI extraction layer pulls every field - supplier, ABN, invoice number, dates, line items, totals, GST. Then the part that actually matters: a recognition dictionary, built from your own purchase history, maps each supplier's wording onto your item cards, so every line is coded to the item and account you really use. Nothing gets re-platformed, and no supplier changes how they send anything.
How the matching works
Their words on the left, your items on the right
We read three years of your posted invoices and purchase history and build the mapping table nobody ever wrote down: this supplier's wording → your item card. From then on the same wording is recognised on its own, with no one watching.
When a supplier renames a product - and they do - the line is still matched, by unit, pack size and the price you have paid before, and the new wording is proposed as a mapping. A person confirms it once, and it is remembered forever. A product you have genuinely never bought has no card to code it to: that single line goes to a person, and the rest of the invoice posts anyway.
Everything else the system verifies is either on the invoice's own face or already yours - never a number the supplier had to give us in advance:
- Supplier matched to your counterparty card, ABN checked against the ABR and GST registration confirmed
- Invoice number checked against everything already posted - the same bill never gets paid twice
- Lines foot to the subtotal, and GST is exactly 10% of it
- Every unit price compared with what you last paid for that item - a rise flagged, not silently posted
- Anything unresolved is one line for a person to decide, not the whole invoice
What changed
The outcomes, in plain numbers
- 99% of invoice lines coded without a human touching them
- Invoice entry that took 3-5 hours a day is down to about 15 minutes - and the deciding went with it
- ABN, GST, totals and duplicate invoice numbers checked on every document
- A wording nobody has seen before is confirmed once, then recognised forever
- Your team reviews only a genuinely new item or a price that moved
AP automation, plainly
Accounts payable automation, from invoice OCR to a posted record
This is AP automation software built around your process rather than bought off a shelf. Invoice OCR and AI data capture read the supplier invoice - header, dates, tax, every line - and invoice processing automation codes each line to your own item or expense account before anything is created. Coded bills post straight into Xero, MYOB or whatever ledger you already run; the rest wait for a person. If you raise purchase orders, purchase order automation matches those as well - but the pipeline does not depend on having them. The same engine covers supplier invoice automation, bill automation and expense automation. We build and integrate the software - your team and your accountant keep the books.
- Invoice OCR and invoice data capture - PDFs, scans and the email body
- Line-level coding through a dictionary learned from your own purchase history
- Purchase order automation where POs exist - and full coding where they do not
- Posted into Xero, MYOB, MYOB Acumatica, Cin7, Unleashed or anything with an API
- No new system to migrate to - the ledger you run stays the ledger you run
FAQ
Common questions
Can invoice automation post supplier invoices into Xero or MYOB?
Yes. Once the lines are coded and the approval you have defined has happened, the software creates the bill in Xero, MYOB, MYOB Acumatica, Cin7, Unleashed or anything with an API. We build the capture, the item matching and the integration; your finance team and your accountant stay responsible for the accounting treatment.
What if we don't hold the supplier's prices or purchase orders in advance?
That is the normal case, and the software does not need them. The matching happens between the supplier's own wording and your own item cards, through a dictionary learned from your purchase history: after a few invoices the system knows that this supplier's
RHS 50X50X3.0 GAL 8.0M is your steel RHS item. Everything it verifies is either on the invoice's own face - ABN, GST registration, lines footing to the total, a duplicate invoice number - or something you already own, such as the price you last paid. If you do raise purchase orders, purchase order automation matches those too.What happens when a supplier renames a product?
It is still matched, by unit, pack size and price against what you have bought before, and the new wording is proposed as a mapping. A person confirms it once; from the next invoice it is recognised on its own. A product you have genuinely never bought has no card to code it to, so that single line goes to a person while the rest of the invoice still posts.
Do you provide accounts payable automation in Australia?
Yes, built onshore from Brisbane. The work covers invoice data capture, validation, item matching, approval routing, ledger integration and exception reporting. We provide software development and integration - not bookkeeping, BAS, tax or payroll services.
Why it matters
Could this be your workflow?
If supplier invoices still arrive by email and someone still decides, line by line, what each one is, this exact pipeline transfers - your ledger stays, the deciding and the typing go. The dictionary is built from your history, not ours, so it fits your catalogue from the first week and gets better every invoice after that.
Best for · finance teams, AP clerks, wholesalers, trades and any multi-supplier business
Have a similar workflow? Let's map it.
We start with the AI Opportunity Audit - a fixed A$2,000: we map where the hours and the risk actually are, then show you the one or two systems worth building first. On the last one like it, 99% of invoice lines stopped being typed.
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