The problem: a stack of invoices that never shrinks
In a small business, supplier invoices come from everywhere. Attached to an email, behind a link to a portal, sometimes as a photo taken on the counter. Each one has its own layout and its own way of showing the total.
Someone has to open them one by one. Find the supplier, the amount, the taxes, the due date. Then type it all into the accounting software. When the week gets busy, this work slides. At the end of the month, it all has to be caught up at once, and that is when mistakes show up.
How supplier invoice automation works
AI does the reading. You keep the final say. Here is the path an invoice follows, from your inbox to your books.
- The invoice lands in your inbox, just like today.
- AI spots it, opens it and pulls out the supplier, amounts, taxes and date.
- The data is checked against rules you set, such as your list of known suppliers.
- The invoice is filed in the right place and prepared for bookkeeping.
- Anything out of the ordinary is flagged to you before going further.
What stays under your control
AI pays nothing and approves nothing on your behalf. It prepares. You decide whether every invoice goes through your approval or only the unusual ones reach you.
A new supplier, an amount outside the usual range, an invoice received twice: these exceptions are set aside with a clear note. You make the call, and we can adjust the rule for next time.
Invoices hold information about your suppliers. We take Québec’s Law 25 into account when choosing where documents are stored and who can open them.
The tools it connects to
We start from what you already use. Invoices are picked up in Gmail or Outlook, depending on your mailbox. Documents can be stored in Google Drive with consistent file names, so they are easy to find later.
On the accounting side, extracted data is prepared for QuickBooks. If your accountant works another way, we adapt the output to their method instead of forcing new software on you.
What is set out in the quote
After the discovery call, you receive a custom plan. It names the suppliers covered, the mailboxes watched, the fields extracted and where each invoice ends up.
- The approval rules and what counts as an exception
- The connected tools and how they talk to each other
- Tests run with you on real invoices before launch
- Monitoring and adjustments after go-live
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