Services · Finance teams

Invoice and AP entry automation

We automate vendor invoice and AP entry: invoices arriving by email or PDF are read and drafted as bills in the accounting system you already use, with a person approving every bill.

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Who it is for

Controllers and AP teams at companies doing roughly $20–50M in revenue
Finance teams retyping vendor invoices from email and PDF into QuickBooks or another accounting system
Accounting firms handling the same work for clients

Typical problems

Invoices arrive in a shared inbox in many layouts, and someone opens each one beside the accounting system and types it in.
Vendor names, GL codes and job or class codes have to be looked up every time.
Duplicates, wrong totals and missing PO numbers get caught late, if at all.
Month-end piles up because entry falls behind during busy weeks.

What we automate

New invoices are picked up from the inbox as they arrive.
Vendor, dates, totals and line items are read from the PDF, including awkward layouts and scans.
Coding is suggested from your past entries, and anything uncertain is flagged instead of guessed.
A draft bill is created in your accounting system for a person to review, approve and post.
Possible duplicates and totals that do not add up are held for a closer look.

How we do it

Audit. We sit with the people doing the work, map where the time goes, and rank what to automate, with a rough cost and payoff for each.
Pilot. We build the best first candidate inside your existing systems. Your team uses it on real work, and we measure the time it saves.
Run and improve. We keep it working, handle the edge cases, and add the next process when you are ready.

Systems

We commonly work with QuickBooks Online and Desktop, Xero and similar accounting software; Microsoft 365 or Google Workspace email; Excel exports. If yours is not listed, ask; most of the work is about how your process runs, not the brand of software.

Price and engagement

Most companies start with a process audit: $4,500, fixed price, 1–2 weeks. A pilot build is fixed scope, 4–6 weeks, $12,000–$20,000. Ongoing support is $3,000–$6,000 per month. You know the cost before you commit, and you own what we build.