Distribution business
Invoices posted to accounting without retyping
Supplier invoices arrived by email as PDFs and were keyed into the accounting system by hand. We built a capture-and-match workflow with an approver checkpoint for exceptions.
These are representative example engagements, written to show our approach. Companies are anonymised and the measures are the targets we agree up front, not guaranteed results.
The challenge
- Finance retyped invoice details from PDFs, which was slow and error-prone.
- Matching invoices to purchase orders was manual and often delayed payment.
- Month-end closing was a scramble.
Our approach
01
Capture
Invoices arriving at a dedicated mailbox are read and their key fields extracted: supplier, amount, dates and line items.
02
Match
Extracted data is matched against open purchase orders. Clean matches proceed automatically.
03
Review exceptions
Mismatches go to an approver with the invoice, the PO and the difference side by side.
04
Post and notify
Approved invoices are posted to the accounting system and the approver is notified.
What we measure
Invoices needing manual entryOnly true exceptions
Invoice-to-posting timeHours instead of days
Month-end closeShorter and calmer
Built with
Email ingestionDocument extractionPO matching rulesAccounting API
Updated 15 October 2026Next: From inbox chaos to a routed pipeline in one system