Invoice processing, without the data entry.

An AI-assisted, human-controlled workflow that receives your invoices, extracts the data, checks it against your rules, routes it for approval and prepares it for your ERP or accounting system. Your team handles decisions and exceptions, not typing.

Automate your invoice processing See how it works

Built for teamsthat processdocuments all day.

If invoices or claims reach your team as PDFs and emails, and someone types them into another system, this is for you.

Accounting firms

Many clients, many formats

Process supplier invoices for multiple clients with separate rules, entities and approval flows.

Outsourced finance

Volume without more headcount

Handle peaks at month end without adding temporary staff for data entry.

CFOs and finance departments

Control and visibility

See where every invoice is, who approved it and why, without asking around.

SMEs with high volume

Fewer manual steps

Move from inbox-and-spreadsheet processing to one tracked workflow.

Insurance and claims

Documents with rules

Apply the same structured checks to claims, invoices and supporting documents.

Approval-heavy processes

Approvals that don't stall

Route each item to the right person with reminders and clear escalation.

The problemswe remove.

Each of these costs time on its own. Together they make month end longer than it needs to be.

  • Manual invoice entry

    Supplier, dates, amounts, VAT and lines typed from PDFs and scans.

  • Repetitive data extraction

    The same fields copied from similar documents every day.

  • Processing errors

    Mistyped amounts, wrong cost centres and VAT codes found late.

  • Duplicate invoices

    The same invoice received twice through different channels and paid twice.

  • Slow approvals

    Invoices waiting in inboxes with no reminder and no visibility.

  • Disconnected systems

    Data re-keyed between email, spreadsheets, approval tools and the ledger.

  • Reconciliation preparation

    Hours spent gathering and matching documents before the real work begins.

Supportedworkflow stages.

You can automate all six stages or start with the ones that hurt most. Each stage is configured to your rules and documented.

  1. Receive documents

    Illustrative example

    Invoices and supporting documents arrive where they already do today: a shared inbox, a supplier portal export or a folder. Each one is registered with its source and time, so nothing is lost between mailboxes.

    PDFInvoice_88213.pdfinvoices@ inbox · Nordlys Supplies ASQueued
    PDF2026-10-scan-014.pdfUpload · Scanned paper invoiceQueued
    XMLe-invoice 4471-BSupplier e-invoice · Holm & Berg ApSQueued

    You decide which channels are connected and which document types enter the workflow.

  2. Extract information

    Illustrative example

    Document intelligence reads the fields your process needs. Values the model is unsure about are marked for a person to confirm instead of being passed on silently.

    Supplier
    Nordlys Supplies AS
    Invoice number
    88213
    Invoice date
    14 Oct 2026
    Due date
    13 Nov 2026
    Net amount
    NOK 24,800.00
    Purchase order
    PO-55?1

    Uncertain fields are routed to a reviewer with the source document side by side.

  3. Validate and detect exceptions

    Illustrative example

    Each invoice is checked against the rules you agree with us: supplier master data, purchase orders, VAT logic, totals and possible duplicates. Clean invoices continue; exceptions are explained, not just rejected.

    Supplier exists and bank details match
    Line totals and VAT add up
    Possible duplicateSame supplier, amount and date as invoice 88197
    Purchase order matchWaiting for confirmed PO number

    Validation rules are written down, reviewed with your finance team and versioned when they change.

  4. Review and approve

    Illustrative example

    Invoices follow your approval matrix: by cost centre, amount or supplier. Approvers see the document, the extracted data and any exceptions in one place, and every decision is logged.

    AP reviewCorrected PODone
    Budget ownerOperationsAwaiting
    Over NOK 50kFinance leadNot required
    Note from AP reviewPO-5521 confirmed by the supplier by email. Duplicate check cleared: different delivery.

    Nothing is posted without an approval that fits your rules. Overrides need a reason.

  5. Export to ERP or accounting

    Illustrative example

    Approved data is mapped to your accounts, cost centres and VAT codes and delivered through the route your system supports: an API, an import file or a connector. Your ERP stays the system of record.

    Supplier→Vendor 20418 Net amount→Account 6540 VAT 25%→Tax code S25 Cost centre→Dept 300
    Ready to postApproved by Operations · audit trail attachedExported

    Posting runs in your system under your controls. We don't replace your ledger.

  6. Monitor and improve

    Illustrative example

    We watch the workflow after go-live: what gets stuck, which exceptions repeat and which suppliers cause rework. Recurring issues turn into rule or integration improvements you approve.

    Missing PO
    VAT code unclear
    Possible duplicate
    New supplier
    Proposed changeAsk two suppliers to include the PO in the invoice reference fieldFor your review

    Changes to rules or integrations are proposed, agreed and documented before they go live.

People stayin control.

This is not an autonomous accounting system. It is a workflow that does the repetitive work and asks a person whenever judgement is needed.

Software reads, checks and routes. Your team decides. Every invoice that reaches your ledger has been approved by someone with the authority to approve it.

  • Confidence-based review

    Values the system is unsure about go to a reviewer with the original document next to them.

  • Explained exceptions

    When a check fails, the reviewer sees which rule failed and why, not just a red flag.

  • Approval rules you set

    Thresholds, cost centres and approvers follow your delegation of authority.

  • Full audit trail

    Who changed what, who approved, when, and with what comment, kept with each invoice.

  • Overrides with reasons

    People can always override the system. The reason is recorded.

Your ERPstays the systemof record.

We prepare approved data for your accounting system. We don't replace it, and we don't ask you to change it.

How data reaches your system depends on what your system supports. We confirm the route during the assessment, before anything is built.

Route 1

Official API

Where your ERP offers one, approved invoices are posted directly with the right accounts, VAT codes and attachments.

Route 2

Structured import

Validated data is delivered in the import format your system already accepts, on a schedule you control.

Route 3

Existing connector

If you already use an integration platform or connector, we work through it rather than adding another.

Mapping

Your chart of accounts

Suppliers, accounts, cost centres and tax codes are mapped to your master data and kept in step.

A note on integrations. Systems we are often asked about include Microsoft Dynamics 365 Business Central, Visma, e-conomic, Tripletex and Fortnox. We assess the integration route for your specific system and version; we don't claim certified partner integrations.

How weimplement it.

A scoped project with acceptance criteria agreed up front. Timelines depend on your volume, rules and systems; we give you a realistic plan after the assessment.

  1. Assess

    1Process review

    We map the current process, volumes, document types, systems and approval rules with your team.

  2. Design

    2Rules and scope

    Validation rules, exception handling, approval matrix and integration route are written down and agreed, with acceptance criteria.

  3. Build

    3Configure and integrate

    We build the workflow and the connection to your systems in a test environment.

  4. Test

    4Test on real documents

    Your team reviews results on a representative sample. We adjust until the acceptance criteria are met.

  5. Launch

    5Go live in stages

    We start with selected suppliers or entities, run alongside your current process, then widen the scope.

After go-live,we stay.

Suppliers change formats, rules change, systems get upgraded. A managed service keeps the workflow working.

How managed AI operations works

  • Monitoring

    We watch for failed imports, stuck items and unusual exception rates.

  • Technical exceptions

    When something breaks, we investigate and fix it, and tell you what happened.

  • Maintenance

    Integrations are kept working when your systems or your suppliers change.

  • Reporting

    A regular summary of volumes, exceptions and where time is still lost.

  • Improvements

    Recurring exceptions become rule changes, proposed to you before they go live.

  • One team

    The engineers who built the workflow support it, on your working hours.

Security anddata handling.

Invoices contain supplier, banking and sometimes personal data. These principles apply to every engagement, and the details are agreed in writing.

  • Data location agreed up front

    We agree where documents and data are stored and processed before any real documents are used, and prefer EU hosting.

  • Least-privilege access

    People and services get only the access they need, using accounts you can review and revoke.

  • Data processing agreement

    Processing of personal data is covered by a written agreement in line with GDPR.

  • Retention you control

    Documents and extracted data are kept only as long as you decide, then deleted.

  • No training on your documents

    We configure AI services so your documents are not used to train third-party models, and tell you which services process them.

  • Traceability

    Every change to data and every approval is logged.

Related case · Insurance and claims

Invoice and claims processing, automated end to end

We built the pipeline for AP Companies: intake, document recognition, validation against their business rules, exception routing to a person and posting to their systems. The team now reviews the edge cases instead of every line.

Read the case

Start with an assessment

Not sure where to start?

A workflow assessment reviews one process and ends with a written recommendation: what to automate, what to leave manual, and what it would take.

Engagement options

Questionsfinance teams ask.

Does this replace our accountants or AP team?

No. The workflow removes repetitive data entry and checking. Your team still reviews exceptions, approves invoices and owns the books. Most teams use the time for work that needs judgement.

How accurate is the extraction?

It depends on your documents: layout, quality, languages and how consistent your suppliers are. We measure it on a sample of your real invoices during the assessment, and the workflow is designed so uncertain values go to a person rather than straight into your accounts.

Which ERP and accounting systems can you connect to?

We connect through what your system supports: an official API, a structured import file or an existing connector. We confirm the route for your specific system and version during the assessment and don't claim certified integrations we don't have.

Do we have to change our accounting system?

No. Your ERP or accounting system remains the system of record. The workflow prepares approved, validated data for it.

What happens after go-live?

You can run the workflow yourselves or use our managed service, where we monitor it, handle technical exceptions, keep integrations working and propose improvements.

Where is our data processed?

We agree data location, access and retention with you before any real documents are processed, and prefer hosting in the EU. Data processing is covered by a written agreement.

What does it cost?

Each engagement is scoped to your workflow: an assessment, an implementation project, and optionally a monthly managed service. After a first conversation we send a proposal with scope, timeline and cost.

Automate yourinvoice processing.

Book a short consultation. We'll ask how invoices reach you, how they're approved and where time goes, and tell you honestly whether automation is worth it.

  1. 1A 30-minute callWith someone who understands both the process and the systems.
  2. 2A short written summaryWhat we'd automate first, and what we'd leave manual.
  3. 3A proposal if it makes senseScope, timeline and cost. No obligation.

Automation consultation

A short call to understand your process. No preparation needed, and no invoices or financial records at this stage.

1About you
2Your process

Which process would you like to automate?

Estimated monthly invoice or document volume (optional)

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