Reduce low-level AP work with agents that pull invoices from portals, code them with the right context, and route them through approvals into your ERP.
For many mid-sized companies, AP work is a long list of manual tasks. Invoices arrive by email, scans, or have to be gathered from browser portals—often locked behind logins. Utilities may bill directly without even notifying that an invoice exists. Someone has to retrieve each invoice, key in vendor data, look up the right GL accounts and cost centers, allocate across legal entities, check for duplicates or suspicious changes to bank details, and shepherd everything through customized approval flows.
Even when an AP tool exists, it usually covers the straightforward majority of invoices and leaves a long tail of exceptions. These fall outside standard templates, rely on information in other systems, or require special routing logic. Finance teams end up acting as glue between portals, AP tools, ERPs, and systems like Salesforce—doing work that is structured and repeatable but still done by hand.
A mid-sized law firm receives invoices related to specific client matters which it is allowed to bill as pass-through expenses. Invoices arrive via email and in a mix of vendor portals. To code them correctly, the team has to tie each invoice to the right matter or job number, sometimes pulling information from Salesforce or a case management system.
Our agents can help by logging into portals, collecting invoices, reading the details, and proposing allocations to the correct legal entities, matters, and cost centers. They also route invoices through partner- and department-specific approval flows, assembling the context each approver needs so the accounting team spends less time on intake and routing and more time on review.
Map how invoices enter the business today: which inboxes, portals, and tools they pass through; how you code them; how approvals work; and where exceptions appear.
Connect ERPs, AP tools, email systems, CRMs, and shared drives. Agents are also configured to log into browser portals that don’t offer APIs, so they can retrieve and upload documents on your behalf.
Teach agents your chart of accounts, cost centers, legal entities, and duplicate or vendor-change checks. Decide which proposals they can auto-apply and which should always be reviewed.
Start with a subset of vendors or entities, then gradually expand to more complex scenarios and exception paths as you gain trust in the workflows.
AP agents continuously monitor shared email inboxes and log into vendor portals to retrieve new invoices. They save each invoice with normalized naming, capture key metadata such as vendor, date, amount, and entity, and ensure that no expected documents are missing for the period.
