An invoice arrives.
The right person knows what to do.
We help you set up a clear way to receive, check and approve invoices. The right person is asked to approve each bill, missing information is flagged and finance can see what is ready for the next step.
Give the handoff
a clear owner.
A forwarded email rarely explains whether an invoice has been checked, who can authorise it or whether the supplier has sent a duplicate. Adding document extraction alone leaves those decisions unresolved.
See the route.
Keep the exceptions visible.
- 01
Receive
Capture an invoice reference and preserve the original document.
- 02
Validate
Check required fields, supplier identity and possible duplicates.
- 03
Approve
Route by an agreed authority rule; hold missing or disputed evidence.
- 04
Handoff
Send the approved record to the agreed finance system and retain its reference.
A supplier changes bank details. That request follows a separate verification procedure; a successful invoice match never validates a new bank account.
A proposed design using fictional examples. The actual workflow depends on your systems, authority rules and approved scope.
One invoice, two possible routes
In this fictional example, an invoice references an open purchase order but its amount exceeds the agreed tolerance. The workflow holds the item for the budget owner, shows the discrepancy and records the decision. A matching invoice can follow the approved route. Neither route authorises a bank payment.
Document extraction can use AI when its outputs are checked against agreed rules. Uncertain fields stay in review. Tax treatment, purchasing authority and payment release remain with the organisation’s authorised people.
Something your team
can operate.
- An agreed approval matrix and exception categories
- A tested intake and routing workflow for the selected sources
- An audit trail linking source, decision and accounting reference
- A handover guide, access roles and recovery procedure
How we check it works
- Submit the same document twice and confirm it does not create two accounting records.
- Change the approver and verify that access follows the new responsibility.
- Interrupt the connection, retry safely and reconcile what reached the destination.
- Check disputed, incomplete and credit-note cases with the finance owner.
Checks are adapted to the selected workflow and signed off with the responsible team before wider use.
Scope the work
before the build.
Begin with sample-led discovery: the sources, decisions, exceptions and supported interfaces. Agree a bounded pilot, compare it with the current process and complete the recovery and handover checks before rollout.
Multi-team investigation and implementation can run across several days and reporting cycles. The written proposal separates consultant effort, elapsed delivery time, licensing, training and ongoing support. A fixed one-day promise would hide the work needed.
Can this work with our existing accounting system?
We review your product, plan, supported interfaces and permissions first. A native approval feature or existing connector may be sufficient. The proposal identifies the actual connection method and any manual steps before a build is agreed.