Invoice & accounts payable automation
From invoice inbox
to approved next step.
Give every invoice a path from arrival to review, approval, and ERP handoff. XtractItAI brings intelligent extraction, business-rule validation, human review, and enterprise integration into one configurable workflow.
For AP teams, controllers, and finance operations leaders.
- Vendor & invoice number
- Captured
- Header & line items
- Structured
- PO unit price
- $45.00
- Invoice unit price
- $48.00
Illustrative values and workflow, not a product screen or customer result.
The bottleneck behind the inbox
Your AP team has more valuable work than entering the same data twice.
An invoice arrives as an email attachment or scan. Someone identifies the vendor, keys the lines, checks the amounts, finds an approver, and enters it again in the accounting system.
When a price, purchase order, or required field does not match, the process moves into another email thread. The invoice waits while the team reconstructs what happened.
XtractItAI connects those steps so the invoice and its information can move through a defined process.
- 01Intake is scattered.Different formats and document sources create repetitive sorting and data-entry work.
- 02A small discrepancy creates a long detour.Missing PO references, price differences, and unclear lines need a consistent review path.
- 03Approval is only part of the job.Reviewed information must still reach the ERP or financial system in the right format.
One connected workflow
Capture the invoice.
Keep the process moving.
Configure the platform around your vendors, business rules, approval responsibilities, and accounting environment.
Start with structured data.
Bring invoices into a defined intake process and extract the header and line-item information needed for review and downstream processing.
- Vendor, invoice number, dates, and PO reference
- Line descriptions, quantities, and unit prices
- Subtotals, tax, and total amounts when present
- Document classification and configured field mapping
Give every exception an owner.
Apply the checks your AP process requires. Route discrepancies and approvals to the appropriate people, using the reference data available in your environment.
- Required fields and arithmetic checks
- Vendor and duplicate-invoice checks using connected records
- PO or receipt matching where those records are available
- Exception handling and human approval steps
Finish the handoff.
Map reviewed and approved information into your ERP, financial application, or document repository through the integration defined for your systems.
- Deliver the fields your destination system expects
- Connect supporting documents with business records
- Reduce repeated entry between applications
- Keep payment authorization within your existing controls
Follow one invoice
The price is different.
The next step is clear.
An invoice arrives for 20 units at $48 each. The connected purchase-order record shows $45 per unit. A configured price check identifies the $60 line-total difference before the invoice is released downstream.
The workflow sends the discrepancy to the responsible reviewer. That person resolves it according to your policy, then the invoice follows the required approval and handoff steps.
A reviewable price variance.
| Check | PO | Invoice |
|---|---|---|
| Quantity | 20 | 20 |
| Unit price | $45.00 | $48.00 |
| Line total | $900.00 | $960.00 |
Then: send the approved information to the configured destination. Example values exclude tax.
What changes for the team
A repeatable process.
Fewer manual handoffs.
When the inbox runs AP
- Sort attachments and key invoice fields manually.
- Look up the same vendor or PO details repeatedly.
- Chase discrepancies and approvals through email.
- Re-enter approved values in the accounting system.
When the workflow runs AP
- Start with structured header and line-item data.
- Apply configured checks against available records.
- Route review and approval through defined steps.
- Map approved information into the next system.
Built around your environment
Make your ERP part of the workflow from the start.
The value of extraction depends on what happens next. Workflow Crafters works with you to define the source records, validation rules, approval steps, and destination fields that make the process useful in daily operations.
Your ERP, ECM, financial applications, and custom systems shape the integration. We assess available APIs and other supported integration methods as part of the implementation.
Connect both sides of the decision.
Bring reference information into the checks. Send approved information to its destination.
- Vendor & purchasing records Reference data →
- AP reviewers & approvers Decisions →
- ERP & financial systems Approved data →
- Document repositories Supporting files →
Platform + expertise
Build around the way your AP team works.
Workflow Crafters combines XtractItAI with decades of workflow and integration experience to connect the entire process.
Map the invoice journey.
Identify document sources, common vendor formats, line-item requirements, exceptions, approval policies, and destination systems.
Define the rules.
Set the extraction fields, available reference-data checks, reviewer responsibilities, and ERP mapping.
Pilot the full process.
Test representative invoices and discrepancies. Compare manual touches, review time, and successful handoffs with your current process.
Practical questions
Get specific about your AP process.
Can we process invoices without a purchase order?
The workflow can be configured for PO and non-PO invoices. For non-PO invoices, define the validation, review, and approval steps your organization requires. PO matching applies when the corresponding reference information is available.
Does this include line items?
Header and line-item extraction are scoped to your documents and destination requirements. Representative vendor invoices help establish which fields need to be captured, checked, and mapped.
How are potential duplicates or discrepancies handled?
Configure the checks and reference data appropriate to your business. Items that trigger a rule move into a defined review step so your team can decide how to proceed.
Does the workflow automatically authorize payment?
Payment authorization remains within your organization's policies and systems. The implementation defines which review and approval steps must be completed before data is handed off.
Will this work with our ERP?
We assess your ERP's interfaces, required fields, and workflow controls during discovery. The integration approach and scope are agreed for your environment.
See XtractItAI in action
Let’s follow an invoice
through your entire process.
Start with the manual work, exceptions, and handoffs your team wants to improve.