Hub for Accounts Payable Automation

Accounts payable is a volume business run on manual data entry. Invoices arrive as PDFs, get keyed against ERP records by hand, and fall out of match whenever a line description, a quantity or a unit price fails to line up with the purchase order and the goods receipt. The mismatches queue, the queue ages, and the consequences are entirely financial: late-payment penalties on one side, forfeited early-settlement discounts on the other, and suppliers who escalate because they cannot get an answer on an invoice that has been open for six weeks.

• Invoice data is re-keyed from PDFs into the ERP, which is both the slowest step and the one that introduces the errors.
• Purchase order, goods receipt and invoice are reconciled by hand, so a formatting difference becomes a discrepancy.
• The queue is worked in arrival order, so an invoice with a discount expiring tomorrow waits behind one that does not matter.
• Payment blocks sit unresolved because nobody owns chasing the specific missing fact.

Hub automates the mechanical spine of procure-to-pay and leaves judgment where it belongs. Invoice data is extracted directly from ERP systems and from invoice PDFs, removing the re-keying step that produces most downstream discrepancies. Line items are then matched automatically against the correct purchase order and goods receipt entries, harmonising the three-way process rather than presenting three documents for a human to compare. Validation runs at the point of intake, so errors are caught before they become open items. What remains is prioritised commercially: critical invoices are surfaced ahead of the queue, and payment blocks are routed for resolution with the missing fact named, so that supplier relationships are managed by exception rather than by escalation.

Deterministic matching already clears the clean invoices — those never reach a person. The residue is the interesting part: a line description that means the same thing as the PO's but is not written the same way, a partial delivery split across two receipts, a unit-of-measure difference. Resolving those requires reading documents and reasoning about equivalence, which is a model's job and not a rules engine's. Prioritisation is the second model task: knowing which open invoice matters most is a function of payment terms, discount windows, supplier criticality and history, none of which is a single field.

EXTRACTION

ERP systems and invoice PDFs, automated

MATCHING

Line-level to purchase order and goods receipt entries

VALIDATION

Automated at intake, before items open

PRIORITISATION

Critical invoices and expiring terms surfaced ahead of queue order

BLOCKS

Routed for resolution with the missing fact named

SYSTEM OF RECORD

Incumbent ERP retained

1. 01Invoice data extracted from ERP records and PDFs, removing the manual entry step entirely.
2. 02Purchase order, goods receipt and invoice harmonised by automatic line-level matching.
3. 03Discrepancies and open invoices reduced by validating at intake rather than at payment run.
4. 04Critical invoices prioritised so discount windows are not lost to queue order.
5. 05Payment blocks resolved by naming the specific missing fact and routing it to its owner.
6. 06Consistent payment timing maintained as a supplier-relationship control, not a side effect.

Line level

Matching granularity, against document leveldesign intent

At intake

Validation, against discovery at payment rundesign intent

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