Invoice processing is high-volume, rule-governed and unforgiving of errors, which is exactly why it is usually done by people reading PDFs and typing into an ERP. The controls that matter are the ones that stay in place while the keying goes away.
- Stage
- Expansion workflow
- Deployment
- Deployed inside your infrastructure
- Owner
- Finance
Today
What invoice processing costs you today.
Nine steps per document, repeated for every invoice that arrives, and no part of it that benefits from being done by hand.
Open the invoice email or scan
Read the PDF
Find the matching purchase order
Compare it line by line
Check the goods receipt
Code it to the right account and cost center
Route it for approval
Enter it into the ERP
File the document against the transaction
With oktogonAI
What the agent does instead.
The same matching and coding rules your team applies, executed consistently, with segregation of duties intact.
- 01
Capture
Takes invoices from a shared mailbox, scanned post or supplier portals, and deduplicates against what has already been received.
- 02
Extract
Reads supplier, invoice number, dates, line items, tax, totals and payment terms, including from scanned documents, where extraction confidence is scored rather than assumed.
- 03
Match
Performs two-way and three-way matching against the purchase order and the goods receipt, line by line.
- 04
Check
Validates tax treatment, duplicate invoice numbers, total arithmetic and any change to supplier bank details.
- 05
Code
Assigns cost center and general ledger account using your coding rules, and leaves anything ambiguous for a person.
- 06
Route
Applies your approval matrix based on value, cost center and the type of exception raised.
- 07
Post and file
Writes the transaction to the ERP once approved and files the source document against it.
The output
What comes out, and what it hands back.
Illustrative output, in the shape a configured deployment produces. Every run ends the same way: the lines that clear the rules are completed, and the ones that need judgment are held for a person with the reason attached.
| Line | Invoice | Purchase order | Goods receipt | Result |
|---|---|---|---|---|
| 01 | 120 @ $18.40 | 120 @ $18.40 | 120 received | Matched |
| 02 | 80 @ $22.10 | 80 @ $22.10 | 64 received | Qty variance |
| 03 | Bank details | n/a | n/a | Changed since last invoice |
The quantity variance goes to whoever owns the receipt. The changed bank details stop the document regardless of value or tolerance, because that is the most common route for invoice fraud, and no setting relaxes it.
Ready-made
What is already built, and what we configure for you.
Matching, extraction and anomaly detection are built. Your chart of accounts, tolerances and approval matrix are the deployment.
Already built
- Invoice capture and extraction, including scanned documents
- Two-way and three-way matching
- Duplicate and anomaly detection
- Tax treatment validation
- General ledger and cost center coding
- Approval routing, ERP posting and document filing
Configured for you
- Your chart of accounts and coding rules
- Matching tolerances by supplier, value and category
- Your approval matrix
- Tax treatment by jurisdiction
- Which anomalies stop a document and which are logged
- Your document retention and filing structure
Your stack
Systems this solution reads and writes.
Systems common in the operations we work with. Per-system implementation is scoped during the review; listing a system here is not a claim of a native integration.
Control
What the Finance Agent can and cannot do.
Segregation of duties is a deployment requirement, not a setting. The agent prepares and posts; it never approves its own work and never moves money.
Can
- Read incoming invoices and supporting documents
- Read purchase orders and goods receipts
- Code and prepare transactions
- Route documents for approval
- File documents against transactions
Requires approval
- Invoice value above your threshold
- Matching variance above tolerance
- Missing purchase order or goods receipt
- Any change to supplier bank details
- Suspected duplicate
Cannot
- Approve its own postings
- Release payments
- Change supplier bank details
- Modify the chart of accounts
- Delete documents or transactions
Questions
Questions we get about this workflow.
Does the agent pay invoices?
No. It prepares, matches, codes and posts the transaction. Payment release stays a separate human action, because segregation of duties is the control that matters most in this workflow.
How does it handle a change to supplier bank details?
Always as an exception, never automatically. Changed bank details are the most common vector for invoice fraud, so the document stops and goes to a person regardless of value or tolerance settings.
What about poor-quality scans?
Extraction carries a confidence score per field. Where confidence is below your threshold the document becomes an exception with the uncertain fields highlighted, rather than being posted on a guess.
Does this replace our accounts payable team?
No. It removes the extraction, matching and keying. Supplier relationships, disputes, judgment on ambiguous coding and the approval itself stay with your team, which is where their time is actually worth something.
Where does the agent run?
Inside your own infrastructure. The solution works directly in your systems, so invoices, supplier data and ledger postings are not copied into a shared service. The model endpoints it uses, and the data terms that apply to them, are agreed with you before deployment.
Next step
Find out what share of your invoices could post without a person.
In a workflow session we take a real month of documents and separate the clean matches from the ones that genuinely need judgment.
- Your current workflow
- Manual steps
- Systems involved
- Automation potential
- Possible first implementation
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