AI that checks invoices & documents
AP team reviews the 5% of invoices that actually need attention. AI handles the other 95%: duplicates, policy checks, and QBO entry.
Why build this now
Accounts payable teams spend most of their time on the 95% of invoices that are fine. This AI inverts the workflow: humans only see the exceptions.
What the build includes
- Watcher on a chosen Drive / Box / SharePoint folder
- OCR + line-item extraction (handles PDF natively)
- Policy document as a system prompt (expense caps, approved vendors, GL mapping)
- Duplicate detection against last 90 days of invoices
- Exception queue in Sheets with 1-click approve/reject
- Clean entries pushed to QuickBooks Online or Xero via their REST APIs
Common gotchas we handle
Scanned PDFs with handwriting
OCR is weaker on handwritten receipts. We add a 'confidence score' per extraction and route low-confidence items to human review by default.
Vendor name variations
'Acme Corp' vs 'Acme Corporation, Inc.' vs 'ACME CORP', all the same vendor. We build a vendor normalization table and update it as new aliases appear.
Fraud edge cases
An agent that rubber-stamps invoices is a fraud surface. Hard rules: >$X auto-routes to human, new vendors require human approval on first invoice, amount changes vs prior same-vendor invoice flag if >20%.
Sample prompt
A redacted version of the prompt skeleton we build around. Your build is tuned to your data.
You are an AP analyst at {companyName}. Extract line items from this invoice: {invoicePdf}. Policy document: {policy}. Prior same-vendor invoices: {priorInvoices}. Check: (1) vendor approved, (2) amounts within cap, (3) no duplicates in last 90d, (4) GL code correct. Return JSON with fields extracted, exceptions flagged with reasons.Questions
Want a AI that checks invoices & documents for your team?
20-min intro call. We'll tell you if this specific agent is a fit for your stack.
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