Worked example
Invoice processing, end to end
A queue of supplier invoices for a company that does not exist, running through the checks we would actually build. Click any invoice. The interesting ones are the invoices that failed.
Accounts payable is mostly not hard. It is mostly repetitive, and then occasionally it is expensive. A supplier raises the price by four percent and nobody notices for a year. The same work is invoiced twice under two numbers. GST is billed at the wrong rate and the return has to be amended.
Reading the document is the easy part, and the part every vendor demonstrates. What matters is what happens to the invoice that does not match — which rule caught it, who it reaches, and whether there is a record afterwards.
- 01
Arrives
By email, like everything else.
- 02
Read
Fields lifted off the document, with a confidence on each.
- 03
Matched
Against the purchase order and the vendor record.
- 04
Checked
Tolerances, duplicates, arithmetic, approval limits.
- 05
Routed
Clean ones post. The rest reach a named person.
Try it
Ten invoices, one afternoon
Synthetic supplier invoices for Meridian Industrial Components Pvt Ltd. Two clear on their own. The rest need a person, and each one needs them for a different reason.
Inbox
8 needing a personSPW/26-27/0412
Shakti Precision Works
₹1,67,324.00 · received 2026-09-16 · against PO-78312
Outcome
Cleared automatically
Every check passed, so nobody was asked to look at it. This is the point: the work worth automating is the ₹1,67,324.00 invoice that needed no judgement, not the one that did.
Three-way match
Invoice against PO-78312 against the vendor record.
| Item | Qty inv / PO | Unit inv / PO | Result |
|---|---|---|---|
| BRG-6204Deep groove ball bearing 6204 | 400 / 400 | ₹182.00 / ₹182.00 | Match |
| SFT-25X400Ground shaft 25mm × 400mm | 60 / 60 | ₹1,150.00 / ₹1,150.00 | Match |
- Subtotal
- ₹1,41,800.00
- GST billed / expected at 18%
- ₹25,524.00 / ₹25,524.00
- Total
- ₹1,67,324.00
What was read off the document
Confidence says how cleanly a field was read — not whether the value is correct. Anything below 90% is confirmed by a person rather than assumed.
- Invoice number99%
- SPW/26-27/0412
- Vendor98%
- Shakti Precision Works
- PO number99%
- PO-78312
- Invoice date99%
- 2026-09-15
- Subtotal99%
- ₹1,41,800.00
- GST98%
- ₹25,524.00
- Total99%
- ₹1,67,324.00
Audit trail
Every step recorded, including the ones nobody saw. This is usually what makes the difference at year end — not the automation itself.
- 2026-09-16ReceivedsystemSPW/26-27/0412 from Shakti Precision Works
- 2026-09-16Extractedsystem7 fields read from the document
- 2026-09-16MatchedsystemCompared against PO-78312 and the vendor record
- 2026-09-16ClearedsystemNo exceptions — no human touch required
Synthetic data. Meridian Industrial Components Pvt Ltd and every supplier here are invented, and the extracted values are pre-computed for this demonstration rather than produced by a model.
Being straight about it
What is real here and what is not
Real
- The matching, and the tolerances it applies
- Duplicate detection that does not need an exact match
- Approval routing by value
- The rules, written out and inspectable
- The audit trail
Not real
- The company, the suppliers and every document
- The extracted values — pre-computed for this page, not produced by a model
- Any connection to an accounting system
We have not put an hours-saved figure or a percentage on this page. We do not have your volumes, your exception rate or your labour cost, and a number invented here would be worth less than the conversation it replaced. The automation finder takes a minute and produces a structured read on your own process instead.
All three examples run on the same engine. The rules, the money handling, the exception model and the audit trail are shared code — the policy on top is what differs. That is the actual offering: not a shelf of products, but one capability pointed at whichever process is costing you most. Quoting and candidate screening are the other two.
How we would build this for you
It starts by watching how it is done now
- 01
Discover
Sit with whoever processes invoices today and watch it happen. What comes out is the real exception list, which is never the one in the process document.
- 02
Agree the thresholds
Price tolerance, PO balance headroom, approval limits, what counts as a duplicate. These are business decisions, not technical ones, and getting them wrong is what makes teams ignore the alerts.
- 03
Prove the hard part
Usually the match against your actual purchase orders, with your actual data. Built first, before anyone commits to the rest.
- 04
Connect
Read the POs and vendors from wherever they live — Tally, an ERP, a database, a shared sheet — and write the approved invoice back.
- 05
Run alongside
In parallel with the current process for a few weeks, so you can compare what it caught against what people caught. Nothing switches over on trust.
Does any of that look like your Tuesday?
If invoices, approvals or reconciliation are eating someone's week, that is the conversation worth having — including if the honest answer is that it is not worth automating yet.