Invoice Processing Automation
Supplier invoices processed automatically, from inbox to ledger
Your accounts team shouldn't spend its days re-typing invoices. Our invoice automation reads supplier invoices as they arrive, extracts the details, checks them against your rules and purchase orders, and posts them to your accounting system. Only genuine exceptions come back to a person.
The problem
- Invoices arrive by email, WhatsApp and courier in every possible format
- Staff re-type invoice numbers, GSTINs, amounts and dates into the accounting system
- Duplicate or incorrect invoices slip through and cause payment problems
- Month-end closes slowly because invoice entry is always behind
The result
- Less manual data entry for your accounts team
- Fewer duplicate and keying errors
- A complete audit trail for every invoice
- Faster month-end close and on-time supplier payments
Step by step
- CaptureA bot monitors your invoice mailbox and shared folders, and collects PDFs and scans as they arrive.
- ExtractAI document processing reads the supplier, GSTIN, invoice number, dates, line items, taxes and totals.
- ValidateEach invoice is checked for duplicates, GST details, arithmetic and, where you use them, purchase orders and goods receipts.
- PostValidated invoices are entered into your accounting or ERP system, with the original file attached.
- Review exceptionsAnything that fails a check is routed to your team with the reason, so they only handle the cases that need judgement.
- ReportA daily summary shows what was processed, what's pending and why.
Works with your existing systems, including:
Invoice Processing questions
Can it read scanned and handwritten invoices?
Printed and scanned invoices work well with AI document processing. Handwritten invoices are harder; they can be captured but are usually routed for a quick human check.
Which accounting systems does it work with?
Any system a person can use on screen, including Tally, Zoho Books, SAP, Oracle and Dynamics. Where your system has an API, we use it for speed and reliability.
What happens when an invoice doesn't match?
The bot never guesses. It flags the invoice with the reason (missing PO, GSTIN mismatch, possible duplicate) and sends it to your team for review.
How long does it take to set up?
A first version for your main invoice types typically takes a few weeks, including testing with your real invoices. We then extend it to more suppliers and formats.
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See how it worksReady to automate invoice processing?
Send us a few sample documents and tell us which systems you use. We'll show you what can be automated and what it would take. The first assessment is free.