Done like a human, on a human's computer, by an Agent.
Works using
+ 
+ 
No new software.No integrations.
matched before the due date ↗
Invoice INV-2237 | Purchase order PO-88390 | Goods receipt GR-5507 | |
|---|---|---|---|
| Vendor | Hartwell Logistics | Hartwell Logistics | Hartwell Logistics |
| Quantity | 40 pallets | 40 pallets | 40 pallets |
| Unit price | $305.00 | $305.00 | - |
| Surcharge | $740.00 | none | - |
| Total | $12,940.00 | $12,200.00 | - |
| Date | Nov 6 | Oct 26 | Nov 5 |
Hartwell Logistics INV-2251 is over the $25,000 limit. Marcus approved at 9:40.
works in your ERP
stops and asks you
The work on one invoice takes minutes. It waits for days, and every hand-off is a place to lose money.
The whole process · Brightline Supplies · INV-2231 · PO-88412 · $4,180.00, from the inbox to the pay run
Scroll. Each step plays on the real screen the agent works in. You decide at 4 of them. The agent never pays anyone.
Hello,
Please find attached invoice INV-2231 for $4,180.00 against your purchase order PO-88412.
Terms are 2/10 net 30. Two toner cartridges are on backorder and will follow.
Regards, Dana Whitfield, Accounts Receivable
NextOpens the shared AP inbox
Invoices arrive in four places. The agent checks each one on a schedule, so nothing waits in a portal or a scan folder.
Agent does it
The agent reads the invoice the way a clerk does, then checks its own reading before anything is entered.
Agent does itYou confirm only the fields the agent was not sure of.
An invoice is only as safe as the vendor record behind it. Known vendors pass straight through. New ones wait for you.
You decideYou approve every new vendor before its first bill is entered.
The same invoice often arrives twice, by email and by mail, or again on a statement. A duplicate never gets entered.
Hard stopYou confirm a likely duplicate when the records are not identical.
When there is a PO, the invoice is matched to it. When goods were received, it is matched three ways: PO, receipt and invoice.
Agent does it
Short shipments, price differences and charges that are not on the PO. The agent lays out the evidence and a person decides.
You decideYou decide every mismatch. The agent never pays one and never guesses.
Utilities, services, subscriptions and rent have no PO. The agent codes them from your written rules, line by line.
Agent does itYou pick the code only when no rule covers the line.
Each invoice goes to the right approver, with the evidence in one window. Nothing sits in someone’s inbox unnoticed.
You decideApprovers decide. The agent only prepares, reminds and records.
The agent enters the bill in NetSuite the way your clerk does, through the screen, with the PDF and the approval attached.
Agent does it
A request to change bank details is the most common way AP is defrauded. The agent never makes the change. It holds it for a person.
Hard stopA person calls the vendor on the number on file and decides.
Every open bill has a due date and some have a discount date. The agent keeps both in view so discounts are taken and nothing is late.
Agent does it
The agent builds the payment proposal. A person releases it. The agent never moves money.
You decideThe Controller releases every payment and approves the bank batch.
Vendors get a remittance advice when they are paid and a same-day answer when they ask. The answer comes from your ERP, not from memory.
Agent does it
At month-end the question is what you owe. The agent ties vendor statements to the ledger and lists what was received but not yet billed.
Agent does itThe Controller reviews the accrual list and posts the journal.
Every invoice ends with a record: where it came from, what was checked, who approved and a video of the run. Auditors get the whole trail.
Agent does itYou sign off the daily run.
Hello,
Please find attached invoice INV-2231 for $4,180.00 against your purchase order PO-88412.
Terms are 2/10 net 30. Two toner cartridges are on backorder and will follow.
Regards, Dana Whitfield, Accounts Receivable
New vendor checklist · Castle Print Co | ||
|---|---|---|
W-9 | Signed Nov 4, 2026 · received with the invoice email | On file |
Tax ID | Name and TIN agree with the W-9 | Match |
Vendor master search | No record with this name, tax ID or address | No twin |
Remit-to address | 880 Foundry Rd, Dayton, OH · same on W-9 and invoice | Match |
Payment terms | Invoice says Net 30 · your default for print vendors is Net 30 | Net 30 |
Bank details | No bank letter or voided check received | Missing |
1099 status | LLC taxed as partnership · 1099-NEC applies | Track |
This email received today 2:14 PM | Bill in NetSuite entered today 8:22 AM by this agent | |
|---|---|---|
| Invoice no. | BSL-2231 | INV-2231 |
| Vendor | Brightline Supplies | Brightline Supplies Ltd |
| Amount | $4,180.00 | $4,180.00 |
| Invoice date | Nov 9 | Nov 9 |
| PO | PO-88412 | PO-88412 |
| Source | Statement reminder email | Original PDF, AP inbox |
Invoice INV-2231 | Purchase order PO-88412 | Item receipt IR-5521 · Nov 6 | |
|---|---|---|---|
| Copy paper, qty | 40 | 40 | 40 |
| Toner, qty | 12 | 12 | 10 |
| Toner, unit price | $165.00 | $165.00 | - |
| Delivery | $240.00 | $240.00 | - |
| Total | $4,180.00 | $4,180.00 | $3,850.00 received |
| Pay now | $3,850.00 |
Invoice INV-2237 | Purchase order PO-88390 | Goods receipt GR-5507 | |
|---|---|---|---|
| Vendor | Hartwell Logistics | Hartwell Logistics | Hartwell Logistics |
| Quantity | 40 pallets | 40 pallets | 40 pallets |
| Unit price | $305.00 | $305.00 | - |
| Surcharge | $740.00 | none | - |
| Total | $12,940.00 | $12,200.00 | - |
| Date | Nov 6 | Oct 26 | Nov 5 |
Hi Dana,
We received invoice INV-2231 for $4,180.00 against PO-88412. Our receipt IR-5521 shows 10 of 12 toner cartridges delivered.
We have entered the invoice for $3,850.00 and will pay it in the Nov 17 run. Please send a credit memo for $330.00, or bill the 2 cartridges when they ship.
Thanks, Accounts Payable
Line 1 on INV-2252 (Lumen Facilities): “Annual floor-scrubber service, Warehouse B · $1,850.00”
Hartwell Logistics INV-2251 is over the $25,000 limit. Marcus approved at 9:40.
Dear Accounts Payable,
We have changed banks. Please send all future payments, including INV-3391, to the new account in the attached letter.
Please confirm once updated, before your next payment run.
Regards, Accounts Receivable · (614) 555-0188
This request email today 10:06 AM | Vendor master V-0934 · last verified Mar 3, 2025 | |
|---|---|---|
| Sender | ar@delmar-packagng.com | ar@delmar-packaging.com |
| Bank account | •••• 9902 | •••• 4471 |
| Bank | Coastal Trust | First Harbor Bank |
| Phone in signature | (614) 555-0188 | (614) 555-0142 |
| Open bills | INV-3391 · $9,870.00 | Due Nov 20 |
| Urgency | “Before your next payment” | - |
Hi,
Thanks for the note on the short payment. When should we expect the $3,850.00? We will ship the 2 toner cartridges next week and bill them separately.
Dana Whitfield, Accounts Receivable
Hi Dana,
INV-2231 is entered and approved for $3,850.00. It is in our Nov 17 pay run. We take the 2% discount, so the ACH will be $3,773.00 to the account ending 7730, arriving Nov 18.
You will get a remittance advice the day it is sent. Please bill the 2 backordered cartridges on a new invoice against PO-88412.
Thanks, Accounts Payable
Mismatch, missing document, over the limit, money about to move. One window with the evidence, and the decision is yours.
This is the window your approver gets, on a desk or a phone. Approve, reject, edit, ask, or take control.
Invoice INV-2237 | Purchase order PO-88390 | Goods receipt GR-5507 | |
|---|---|---|---|
| Vendor | Hartwell Logistics | Hartwell Logistics | Hartwell Logistics |
| Quantity | 40 pallets | 40 pallets | 40 pallets |
| Unit price | $305.00 | $305.00 | - |
| Surcharge | $740.00 | none | - |
| Total | $12,940.00 | $12,200.00 | - |
| Date | Nov 6 | Oct 26 | Nov 5 |
Line 1 on INV-2252 (Lumen Facilities): “Annual floor-scrubber service, Warehouse B · $1,850.00”
Hi Dana,
We received invoice INV-2231 for $4,180.00 against PO PO-88412. Our receipt IR-5521 shows 10 of 12 toner cartridges delivered.
We have entered the invoice for $3,850.00 and will pay it in the Nov 17 run. Please send a credit memo for $330.00, or bill the 2 cartridges when they ship.
Thanks, Accounts Payable
Not a prompt. Every step is a box you can read, change and re-test.
Blue boxes are the agent. Yellow boxes are you. Every box was run on your real systems before the agent went live.
Jump to any step. The side rail in the video shows where you are in the process.
Written once in plain English. Followed every time.
Never, on any run
| Today | With your agent | |
|---|---|---|
| Invoice to voucher | 9 days | Same day |
| Your AP clerk | Keying invoices | Working exceptions |
| Early-pay discounts | Often missed | Lined up by date |
| Duplicates | Found after paying | Stopped at entry |
How many hours can you get back?Your volume, your times, your labor cost. Estimates, not results.
Invoices × (minutes today − minutes with the agent) ÷ 60 × hourly cost
These are example assumptions, not results. Example for a mid-size AP team: minutes cover collecting, reading, matching, coding and routing. Use your own numbers.
No. The agent works in the software you already use, with the same screens, keyboard and mouse your team uses, under logins you give it. Nothing to replace and nothing to integrate.
You explain the job the way you'd train a new hire: talk or type, and hand over your SOP and a few real examples. Then it does a real one live while you watch and correct it. Your process is saved as a flowchart and a written procedure, and every run follows the version you approved.
No. It prepares vouchers and the pay run. A person releases every payment, and bank-detail changes always go through your call-back check.
Yes. It watches the shared AP inbox, logs into vendor portals and downloads new invoices, checks the scan folder and shared drives, and reads EDI invoices already in your ERP. Each one is logged with where it came from.
It codes them from your rules and the vendor's history, then routes them to the person who owns that spend. Nothing without a PO is entered for payment until that person approves.
Any time. Add a step, change a rule, move an approval or drop one. Tell the agent what changed, review the new flowchart and save it as a new version.
On your computers, in your signed-in sessions. Logins are kept in a vault and never shown to the AI. Every run is recorded with screenshots, values read and approvals given.
Bring a stack of last month's invoices.
no new system. no integrations. ↗
