Team
finance and operations teams running accounts payable
Accounts payable automation
Accounts payable automation before the month-end pile-up
Invoices pile up when coding, matching, and approval live in different places.
Mia prepares the check, routes the exception, and keeps the approver focused.
Finance gets a cleaner queue without adding another AP seat.
Send the invoice inbox and approval bottleneck. Mia maps the first intake, check, and routing loop.
Runs inside
Gmail
Outlook
Google Drive
Xero
QuickBooks
Slack
Workday pressure
Start with what your team already says.
Mia does not score AI interest.
She scores the queue: what piles up, who gets chased, and what still needs approval.
The first version must clear visible work.
Workday sentence
They say: invoices arrive in scattered channels, supplier invoice inbox.
Answer that pressure first.
Where it gets stuck
Invoices arrive in scattered channels: Finance has to check emails, PDFs, supplier portals, drive folders, and chat threads before the real work starts.
What cannot go wrong
A full accounts-payable platform replacement before the intake workflow is proven.
What stays human
No payment release by default: The first workflow prepares and checks the work; payment actions can remain gated behind existing finance controls.
First useful version
Invoices arrive with extracted fields, missing details, and source files attached.
Work first
What changes when this work gets handled.
The question is simple.
Can this work be cleared with less cost, less waiting, fewer misses, and less manager attention?
Work to clear
What your team gets back
Invoices arrive with extracted fields, missing details, and source files attached.
Impact
Why it is worth doing
To first invoice checks from recent examples.
Current cost
What it costs now
Finance has to check emails, PDFs, supplier portals, drive folders, and chat threads before the real work starts.
Human approval
Where people stay in charge
No payment release by default: The first workflow prepares and checks the work; payment actions can remain gated behind existing finance controls.
What it costs now
The pressure this result removes.
- 01
Invoices arrive in scattered channels
Finance has to check emails, PDFs, supplier portals, drive folders, and chat threads before the real work starts.
- 02
Approvers get incomplete requests
The same missing details keep delaying payment decisions and creating back-and-forth.
- 03
Exceptions take the most time
Simple invoices are easy; mismatched suppliers, unclear purchase orders, and unusual terms need judgment.
Result after week one
Get invoices ready for approval before finance has to chase them.
The business outcome is fewer month-end surprises, cleaner approval packets, and faster exception handling.
Cleaner invoice intake
Invoices arrive with extracted fields, source files, and missing details already flagged.
Faster approvals
Approvers receive the supplier context, amount, due date, and specific decision needed.
Earlier exception detection
Duplicates, mismatches, changed details, and missing references surface before payment review.
How the work gets cleared
Invoice processing automation should start with intake and exception prep: read the invoice, match known vendor details, check missing fields, attach source context, and send a clean approval request.
Work in motion
What it looks like when the work is moving.
Three week-one outputs. Drafted for review before send.
EXAMPLE · 01
Supplier invoice inbox
Read new supplier invoices, extract fields, identify missing details, and prepare the approval request.
EXAMPLE · 02
Purchase order match
Compare invoice details against a PO or project record and flag mismatches before approval.
EXAMPLE · 03
Month-end cleanup
Summarize stale invoices, missing approvals, and exceptions that need action before close.
48-hour build
What ships in the first window.
01
Invoice intake
The employee reads invoices from email or folders and extracts the fields the finance team actually checks.
02
Validation checklist
Supplier, ABN or tax ID, due date, amount, purchase order, bank details, and missing attachments can be checked before review.
03
Approval packet
Approvers receive a clear summary, source file, prior context, and the specific decision needed.
04
Exception routing
Unclear, duplicate, or policy-sensitive invoices go to the right reviewer instead of sitting in a general inbox.
Human control
The employee prepares the work. People keep judgment.
No payment release by default
The first workflow prepares and checks the work; payment actions can remain gated behind existing finance controls.
Duplicate and mismatch flags
The employee can surface suspicious repeats, changed bank details, and conflicting invoice information for review.
Audit-friendly summaries
Each prepared item includes the source document and the checks applied so finance can verify quickly.
Do not start here if
- A full accounts-payable platform replacement before the intake workflow is proven.
- Automated payment release without the company existing finance controls.
- Invoices where required source data is unavailable or never stored consistently.
A good first week looks like
- Invoices arrive with extracted fields, missing details, and source files attached.
- Approvers receive a clear decision request instead of a messy email thread.
- Duplicates, mismatches, and changed bank details are flagged early.
Controls that make this safe to run.
Invoice automation needs structured data, exception handling, and finance controls before payment is touched.
Safeguards we design around
- Route missing PO, supplier, tax, contract, or reference data as exceptions.
- Keep approvals, supporting documents, and audit trail before any payment step.
- Distinguish native Peppol/eInvoicing from PDF or email intake workflows.
Claim boundary
We do not claim fully touchless payment, universal fast payment, ATO visibility into invoice contents, or guaranteed savings.
Reference point
ATO benefits of eInvoicing
The ATO describes lower processing cost for eInvoices and notes internal checks still apply before payment.
Reference point
ATO eInvoicing technical guidance
ATO guidance describes Peppol eInvoicing as direct structured data exchange between buyer and supplier software.
Reference point
Peppol interoperability framework
OpenPeppol documents the interoperability framework and invoice specifications that support automated processing.
Work scorecard
Before you hire for it, send us the stuck work.
Mia checks the cost, risk, what needs sign-off, and whether an AI employee can clear the first version.
If this is cheaper or safer with a person, the scorecard says that.
WORK + APPROVAL SCORECARD
A short check for cost, speed, quality, risk, and the first safe version.
Work
What keeps piling up?
Replies, reports, checks, handoffs, document chases, approvals, or follow-up that keeps coming back.
Cost
What does it cost now?
Staff time, manager attention, customer wait time, rework, missed follow-ups, or lost revenue.
Quality
What would make it useful?
Better drafts, faster turnaround, fewer errors, cleaner handoffs, and less chasing from managers.
Control
What still needs human approval?
Customer promises, pricing, refunds, legal language, financial decisions, or anything that can damage trust.
Output: work to clear, current cost, what needs sign-off, pricing options, and the smallest useful test.
What is invoice processing automation?
Invoice processing automation reads incoming invoices, extracts required fields, checks vendor and purchase-order context, prepares approval packets, and routes exceptions.
Payment release should stay behind the company’s existing finance controls unless explicitly approved.
What is the difference between AP automation and invoice automation?
Invoice automation focuses on intake, extraction, validation, and approval routing.
AP automation is broader: vendor records, purchase orders, approvals, payments, reconciliation, and audit trails.
Rebotify usually starts with invoice intake before broader AP change.
Can AI process invoices without a full AP platform?
Yes, if the first workflow is scoped.
An AI employee can read invoices from email or folders, check required details, attach source files, and prepare approval requests inside tools finance already uses.
What should humans still review?
Humans should review payment release, changed bank details, mismatched purchase orders, duplicate invoices, unusual terms, and anything outside the approved finance policy.
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48-HOUR START
Tell us the queue that keeps slipping. Leave with the first AI employee scope.
End the invoice pile-up
Send the invoice inbox and approval bottleneck.
Mia maps the first intake, check, and routing loop.