AP automation
Accounts payable automation that reads every invoiceand leaves approval to your team.
Accounts payable automation is software that reads incoming invoices, matches them to orders or jobs, flags problems and posts approved bills to your books. We build it on the accounting system you already use.
30 minutes. You leave knowing which 3 processes to automate first and what they cost you today.
Example based on our legal services case
Trusted by companies worldwide
Trusted by companies worldwide: Braffess, Casa Sors, HollaBoo, Laoom, Guardian Development Group
Results
From manual entry to 99.8% accurate data.
We start with the invoice step that eats the most hours, then measure what changes.
Legal services
Manual invoice entry eliminated.
A boutique law firm's paralegals spent a quarter of their time retyping invoices, so billing ran late. We built an AI assistant that reads every invoice, matches it to the right case in Clio and syncs it to QuickBooks.
40+hours back every month99.8%data accuracy50%faster billing cycle
The problem
Every invoice is typed in by hand.
80%
of organizations reported attempted or actual payments fraud in 2023.
65%
said checks are the payment method most susceptible to fraud.
Invoices arrive as PDFs and email attachments. Someone reads each one, keys it in and chases approvals. AI for accounts payable takes that work off your team.
- Manual accounts payable: Someone opens each emailed invoice and retypes the details into the books.With accounts payable process automation: The invoice is read on arrival and its data is extracted for you.
- Manual accounts payable: Matching an invoice to its order or case means searching across systems.With accounts payable process automation: The invoice is matched to the purchase order and receipt, or to the right job, case or project.
- Manual accounts payable: Duplicates and odd amounts get noticed only after payment.With accounts payable process automation: Duplicates and variances are flagged before anything reaches approval.
- Manual accounts payable: Approvals travel by forwarded email and reminders.With accounts payable process automation: Exceptions go straight to the right approver under your own rules.
- Manual accounts payable: A changed vendor bank detail is easy to miss in a busy inbox.With accounts payable process automation: Bank-detail changes are flagged for a person to verify before payment.
Fewer keystrokes means fewer errors and faster closes.
What we automate
What the system does on each invoice.
Reads the invoice
Pulls vendor, dates, amounts and line items from email or PDF.
Matches it
Ties it to the purchase order and receipt, or the right job or case.
Codes the bill
Applies your account and class coding from past patterns.
Flags exceptions
Raises duplicates, variances and changed bank details for review.
Routes approvals
Sends each exception to the approver your rules name.
Syncs and logs
Posts the approved bill to accounting and logs each step.
Is it time?
Signs it's time to automate invoice processing.
Signals you need this
- Invoices pile up in an inbox waiting to be keyed in
- Matching bills to orders or cases depends on one person
- Duplicate or wrong invoices have been paid before
- Approvals stall because requests sit in forwarded emails
When not to invest yet
- You receive only a handful of invoices a month
- You have no accounting system to post approved bills into
- Your invoices need no coding, matching or approval
What you get
AP automation services, from inbox to books.
- A map of your AP process, with the hours and dollars each step costs you
- A fixed-price proposal with exact scope and timeline, before anything starts
- AI invoice processing that reads every invoice from email or PDF and extracts the data
- Matching to the purchase order and receipt, or to the right job, case or project
- Duplicate checks, exception flags and approval rules built to your policy
- Approved bills synced to the accounting software you already use, with each step logged
- Everything we build is yours: code, accounts, prompts and data
How it works
The Payback Loop. Five steps. Each build pays for the next.
We don't start with the AI. We start with the money.
Consulting
We find the manual work in your company and how many hours each task eats every week.
Process mapConsulting
We put a dollar figure on each process and rank them by payback. You see what to automate first, and what to leave alone.
AI roadmap, ranked by paybackImplementation
We build the first system on the tools you already use. Nothing new for your team to learn.
A working systemImplementation
We test it end to end before launch. It doesn't go live until it works without errors.
Tested, system liveSupport
The first build pays back fastest, so its savings fund the next one. Back to the map, and we keep every system running.
Monthly support (optional)
↺ Back to Map
Consultancies stop at the roadmap. Freelancers build without one. The loop only works when one team runs all five. You approve, we execute: about an hour a week from you.
FAQ
Questions about accounts payable automation.
- Accounts payable automation is software that handles the repeatable work of paying vendors: reading invoices, extracting data, matching them to orders, flagging exceptions and syncing approved bills to accounting. People keep approvals and payment.
- The AI reads each invoice from email or PDF, pulls out vendor, amounts and line items, then checks it against your orders, jobs and past bills. Anything unusual goes to a person, so routine invoices stop needing manual entry.
- Yes. A three-way match checks a vendor bill against its purchase order and item receipt, and bills with discrepancies are routed to a supervisor. We build that logic around your own accounting system and rules.
- The workflow matches each invoice to the right job, case or project instead. In our legal services case, an assistant reads every invoice, matches it to the right case in Clio and syncs it to QuickBooks.
- Yes, it helps. The system flags duplicates, variances and changed vendor bank details for a person to check before payment. In the 2025 AFP survey, 45% of respondents cited vendor imposter fraud.
- No. Payment execution stays with your people and your bank. The system prepares, codes and flags each bill, and your team approves and pays.
- No. We build on the accounting system and email you already use, so your team keeps working where it works today while the workflow does the reading, matching and posting.
- In our legal services case, the firm got back 40+ hours every month, reached 99.8% data accuracy and billed 50% faster. Your results depend on your volume and process; the free 30-minute diagnosis puts a number on it.
Final step
Pick a time. Let's talk.
You leave knowing which processes to automate first and what each one costs you today, whether we work together or not.
You can keep paying for manual work, or find out this week exactly what it costs you.
What happens on the call
Before
You answer 3 quick questions when you book, so we come prepared.
On the call
We find the manual work that costs you most and put a number on it, live.
Decide
An honest read on whether we're the right fit. If we're not, you'll hear it on the call.
Once you book, we look at your site and tools before the call, so the 30 minutes go to your numbers, not introductions.
Prefer to write first? Email us directly: contact@nexumautomations.com