AI AP (Accounts Payable) for Healthcare Groups
Done like a human, on a human's computer, by an Agent.
Works using
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No new software.No integrations.
coded to location and department ↗
- Ship to04 Eastside clinic
- Order55-20931
- TermsNet 30
- Total$3,059.00
- Exam gloves · 04 Eastside · Clinical · 6210 Medical supplies1,488.00
- Table paper · 04 Eastside · Clinical · 6210 Medical supplies1,140.00
- Syringes 3 mL · 04 Eastside · Clinical · 6210 Medical supplies275.00
When will MM-304418 be paid?
$2,903.00 is in the 11/25 pay run. The other $156.00 is the glove price above contract. Credit request sent 11/12.
- 01Invoice in
- 02Read
- 03Check price
- 04Code location
- 05Pay run
Every invoice coded to its location the day it lands
Twenty locations, one AP desk, and invoices waiting on an office manager. Your agent pulls, checks and codes them the same day.
- Invoice sits in a supplier portal
- Checked and coded In 11 days
- Deal lost. The invoice waited on an office manager and the supplier put the account on hold.
With your agent✦ Instant- Picked up the moment it lands
- Pulled, price-checked, coded, routed same day
- Paid on time. Each location's costs are right.
Healthcare payables are messy is messy
- Off-contract prices. Billed above contract price
- Wrong location. Costs on the wrong clinic
- Duplicate payments. Invoice and statement both paid
- 1099 gaps. No W-9 at year end
An agent that handles the messy parts your way.
- 01Location codingLocation, department, GL account
- 02Supply portalsInvoices and statements pulled
- 03Contract pricesEvery item checked
- 04Recurring billsLeases and services on schedule
- 051099 trackingW-9 on file before paying
Every invoice, by hand. Agents should!
- ManualAgent Log into portals
- ManualAgent Download invoices
- ManualAgent Find the location
- ManualAgent Check the order
- ManualAgent Check contract price
- ManualAgent Code department
- ManualAgent Email office manager
- ManualAgent Chase approval
- ManualAgent Enter the bill
- ManualAgent Build pay run
Every inbox, portal and folder. One queue.
Invoices don't arrive in one place. Your agent checks each source the way your clerk does, with the logins you give it.
- Medical supply portals
Logs in and downloads new invoices, credits and statements.
- AP inbox
Saves emailed invoices and logs the location they name.
- Location scans
Reads invoices each front office scans to its folder.
- Recurring leases & services
Expects each monthly bill and flags one that is missing.
- Utility & telecom portals
Pulls the bill for every location's account.
- Supplier statements
Compares the statement to your ledger, line by line.
One queue. Every invoice read, checked for duplicates and tracked to payment.
No new system. No integrations.
You're not buying software. You're adding an agent that uses the software you have.
- Your screens It uses your CAD, quoting system and inbox with keyboard, mouse and screen.
- Nothing to connect No API projects, no new software, no data migration. Your systems stay as they are.
- Built by talking Explain your process like you'd train a new hire. It learns by doing a real quote.
- You approve Drawings, prices, discounts, sends. Wherever you want a person, it stops and asks.
- Every run on record Screenshots, values read, prices used and who approved, for every quote.
Hand the whole invoice to an agent
- Pulls portal invoices
- Reads the invoice
- Checks contract price
- Codes location & department
- Office manager approves
- Enters the bill
- Prepares the pay run
- You release payment
Agent does itYou decide
Five steps. One invoice.
One job, start to finish: Meridian Medical Supply, invoice MM-304418, Eastside clinic.
- 01
It reads the invoice
Supplier, ship-to location, items, prices, terms.
Medical supply portal · Invoice MM-304418- Ship to04 Eastside clinic
- Order55-20931
- TermsNet 30
- Total$3,059.00
Invoice MM-304418 · Meridian Medical Supply
- 02
It checks the contract price
Each item against your order and contract price list.
Medical supply portal · Order history & contract pricesItem From Price Nitrile exam gloves, 24 csBilled $68.50, contract $62.00 Contract price $62.00 / cs $1,644.00 Exam table paper, 30 cs Order 55-20931 · contract $38.00 $1,140.00 Syringes 3 mL, 10 bx Order 55-20931 · contract $27.50 $275.00 - 03
It codes it
Location, department and GL account, on every line.
Sage Intacct · Bill entryNo. BILL-20417Meridian Medical SupplyDraftDescription Qty Unit Amount Exam gloves · 04 Eastside · Clinical · 6210 Medical supplies 24 cs 1,488.00 Table paper · 04 Eastside · Clinical · 6210 Medical supplies 30 cs 1,140.00 Syringes 3 mL · 04 Eastside · Clinical · 6210 Medical supplies 10 bx 275.00 Contract price difference $156.00 disputed · approver: Eastside office manager$2,903.00 - 04
It asks for the credit
The item, both prices, and the amount owed.
Outlook · New messageToBilling, Meridian Medical Supply
SubjectInvoice MM-304418: gloves billed above contract price
Invoice MM-304418 bills 24 cases of nitrile exam gloves at $68.50. Our contract price is $62.00. We're scheduling $2,903.00 and ask for a $156.00 credit memo or a corrected invoice.
MM-304418 contract price check.pdf
Send - 05
It answers the supplier
What is scheduled, when, and what is in dispute.
Email · Meridian Medical SupplyWhen will MM-304418 be paid?
$2,903.00 is in the 11/25 pay run. The other $156.00 is the glove price above contract. Credit request sent 11/12.
Answered from: Pay run 11/25
Healthcare groups: every step
What the agent does, where you decide, and the rules it checks.
you decide every green box
- Invoice arrives
- Pull from portals & inbox
- Read invoice fields
- Duplicate or on a statement?Yes → hold, flag AP
- Vendor on file with W-9?No → request W-9, hold
- Find location and order
- Prices match contract?No → request credit
- Recurring lease or service?Yes → check against schedule
- Code location, department, GL
- Office manager approves
- Over the location limit?Yes → practice lead, then finance
- Enter bill in accounting
- Vendor bank unchanged?No → call-back check
- Schedule by due date
- You release payment
- Send remittance
- Paid & filed, 1099 tracked
Agent does it You decide Rule check
Coded to your chart. Matched to what you ordered.
Three-way match when there is a PO and a receipt. Your coding rules and an approval when there is not.
Every line is coded to
- Location
- 04 Eastside clinic
- Department
- Clinical, Front office or Lab
- GL account
- 6210 Medical supplies
- Entity
- Lakeshore Family Health, PLLC
- 1099 type
- NEC · contract services
The ship-to or service address picks the location. The item category picks the department and GL account. Shared bills are split across locations by your allocation table.
- Order & contract price
Supplies ordered through a distributor
- Items and quantities vs the order
- Unit price vs contract price
- Shipped to the right location
- Not already paid from a statement
- Recurring schedule
Leases, equipment and service contracts
- Amount vs the schedule
- Period not already paid
- Contract end date not passed
- Non-PO
One-off services and repairs
- Vendor on file with a W-9
- Location and department coded
- Office manager confirms the work
Routed to the right approver
By amount, department, job or property. The table is yours. Change a row and the next invoice follows it.
- Recurring bill, at the scheduled amountNo approval. Entered and scheduled.
- Under $1,000Office manager at that location
- $1,000 to $5,000Practice administrator or lead physician
- Over $5,000, or equipmentRegional director, then finance
Checked before anything is paid
- W-9No W-9, no payment. 1099 vendors are tagged at setup.
- Contract price checkA line above contract price waits for a credit or approval.
- Statement checkAn invoice already paid from a statement is held.
- Bank change call-backNew bank details wait until your team calls a known number.
Built around how you work
Not a template. Your steps, your rules, your approvals.
- 01
Explain it once
Talk or type, like training a new hire. Hand over your SOP, price book and a few past quotes.
When a request comes in, first check: duplicate or on a statement? If not, hold, flag AP.
Quoting SOP.pdf Price book 2026.xlsx 3 past quotes - 02
Watch it work
It works a real job on your screen. You correct it the way you'd correct a person.
Use the 2026 price book, not last year's.
Got it. Switched to 2026 and re-priced 4 lines.
Read requestDrawingPricing - 03
Save your process
A written procedure and a flowchart. Every run follows the version you approved.
- Pull from portals & inbox
- Read invoice fields
- Duplicate or on a statement?
- Vendor on file with W-9?
- Find location and order
- Prices match contract?
Change anything. Any time.
Any step, any rule, any approval. Say what changed. Approve the new version.
- Find location and order
- Check this customer's historyAdded
- Above contract price?Changed
- Enter bill in accounting
- You release paymentRepeat customers: skip
- Prices match contract?
Add a step after “Find location and order”: check this customer's history and flag anything unusual.
Step added
New rule: Above contract price → request the credit.
Rule changed
Repeat customers under the limit don't need my approval anymore.
Approval changed
Saved as version 4. You approved it. The next run follows it. The last runs keep the version they ran on.
Your rules. Exactly.
Written once in plain English. Followed every time.
- Above contract price? Request the credit
- No W-9 on file? Hold the payment
- Over the location limit? Finance approves
Never, on any run
- Release a payment
- Change vendor bank details
- Open patient records
- Pay an unapproved invoice
Approvals, where you want them
It stops and asks you.
What it built, what it checked, what looks off and what it suggests. Approve, edit, reject, or take the wheel.
from your desk or your phone ↘
Meridian billed gloves at $68.50. Your contract says $62.00.
You asked to see every item billed above its contract price before the bill is entered.
Agent suggests: Enter at contract price and request a $156 creditOne item needs a look. Everything else checked out.
INVOICE MM-304418 · 04 EASTSIDE CLINIC
Exam gloves$68.50 billed · $62.00 contract
Table paper$38.00 · matches contract
Syringes 3 mL$27.50 · matches contract
Coding04 Eastside · Clinical · 6210
TermsNet 30
Enter now$2,903.00
Review notes
- Quantities match order 55-20931
- Gloves $6.50 over contract × 24 = $156
- Not on a paid statement
Your team, before and after
| Today | With your agent | |
|---|---|---|
| Invoice to approval | 11 days | Same day |
| Contract prices | Spot-checked | Checked on every line |
| Location costs | Reclassed at close | Right at entry |
| Your AP clerk | Chasing office managers | Working exceptions |
One invoice, start to finish
if you wish to see it in action!
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 group with 20 locations: minutes cover pulling, price-checking, coding and routing. Use your own numbers.
Questions owners ask us
Do we have to buy new software or connect anything?
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.
How is the agent built?
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.
Will it pay vendors on its own?
No. It enters bills and prepares the pay run. A person releases every payment, and bank-detail changes always go through your call-back check.
Does it touch patient data?
No. The agent is only given logins for your accounting system and vendor portals. It has no access to your EHR or practice management system, and the AP process does not need any.
How does it know our contract prices?
From where you keep them: the supplier portal's contract price list, or your own price file. It checks each invoice line against that price and shows both numbers when they differ.
Can we change the process later?
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.
Which location should we start with?
Bring last month's invoices for one location.
no new system. no integrations. ↗