AI AP (Accounts Payable) for Manufacturing
Done like a human, on a human's computer, by an Agent.
Works using
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No new software.No integrations.
matched to PO and receipt ↗
- SupplierNorthfield Castings
- PO71144
- TermsNet 30
- Total$12,430.00
- Housing H-220 · receipt 88213 · 1400 Raw material9,300.00
- Cover C-221 · receipt 88213 · 1400 Raw material2,100.00
- Freight in · 5150 Freight in380.00
When will NC-58210 be paid?
$11,780.00 is scheduled for the 12/04 pay run, net 30. The $650.00 tooling repair charge is with our buyer for review.
- 01Invoice in
- 02Read
- 033-way match
- 04Buyer clears
- 05Pay run
Every invoice matched to its receipt the day it lands
Invoices wait on a receipt, a buyer or a price check while GR/IR grows. Your agent matches them the same day and sends only the mismatches on.
- Invoice waits on a match
- Matched to PO and receipt In 8 days
- Deal lost. The invoice sat unmatched and the supplier put the next shipment on hold.
With your agent✦ Instant- Picked up the moment it lands
- Read, three-way matched, entered, routed same day
- GR/IR cleared. Supplier paid on time.
Manufacturing payables are messy is messy
- Price variance. Billed above PO price
- Unreceived goods. Paid before it arrived
- Extra charges. Freight and tooling, not on PO
- Stale GR/IR. Receipts never invoiced
An agent that handles the messy parts your way.
- 01True three-way matchPO, receipt, invoice, per line
- 02Your tolerancesPrice and quantity, by rule
- 03Buyer in the loopMismatches go to the PO's buyer
- 04GR/IR kept cleanInvoices entered against receipts
- 05Freight and toolingChecked against the PO
Every invoice, by hand. Agents should!
- ManualAgent Open invoice
- ManualAgent Key header
- ManualAgent Find the PO
- ManualAgent Find receipt
- ManualAgent Compare quantity
- ManualAgent Compare price
- ManualAgent Email the buyer
- ManualAgent Wait for answer
- ManualAgent Enter invoice
- 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.
- AP inbox
Saves each supplier PDF and logs the PO number on it.
- Supplier portals
Logs in and downloads invoices suppliers only post online.
- EDI invoices
Works the EDI invoice queue already inside your ERP.
- Freight carrier bills
Pulls freight bills and ties them to the shipment.
- Paper mail, scanned
Reads scans from the plant office scan folder.
- Receiving dock paperwork
Reads packing slips when a receipt needs a second look.
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
- Reads the invoice
- Finds PO & receipt
- 3-way matches
- Buyer clears mismatches
- Enters against receipt
- Checks the vendor
- Prepares the pay run
- You release payment
Agent does itYou decide
Five steps. One invoice.
One job, start to finish: Northfield Castings, invoice NC-58210, PO 71144.
- 01
It reads the invoice
Supplier, PO, part numbers, quantities, prices, charges.
PDF viewer · NC-58210- SupplierNorthfield Castings
- PO71144
- TermsNet 30
- Total$12,430.00
Invoice NC-58210 · Northfield Castings
- 02
It matches three ways
Invoice to PO to receipt. Price and quantity, per line.
Epicor Kinetic · PO & receipt trackerItem From Price Aluminum housing H-220, 500 PO 71144 · received 500 $9,300.00 Machined cover C-221, 500 PO 71144 · received 500 $2,100.00 Freight PO 71144 · freight line $380.00 Tooling repair chargeNot on the PO No PO line $650.00 - 03
It enters the matched lines
Against the receipt, so GR/IR clears. Extras stay off.
Epicor Kinetic · AP invoice entryNo. APV-118204Northfield CastingsDraftDescription Qty Unit Amount Housing H-220 · receipt 88213 · 1400 Raw material 500 ea 9,300.00 Cover C-221 · receipt 88213 · 1400 Raw material 500 ea 2,100.00 Freight in · 5150 Freight in 1 ea 380.00 Tooling charge $650.00 left off · waiting on buyer M. Reyes$11,780.00 - 04
It asks the buyer
One mismatch, both numbers, two choices.
Outlook · New messageToM. Reyes, Buyer
SubjectNC-58210: $650 tooling repair is not on PO 71144
Northfield billed a $650.00 tooling repair charge that is not on PO 71144. The other lines match the receipt and are entered for $11,780.00. Approve the charge and I'll code it to 6450 Tooling expense, or tell me to dispute it with Northfield.
NC-58210 vs PO 71144.pdf
Send - 05
It answers the supplier
What is scheduled, what is held, and why.
Email · Northfield CastingsWhen will NC-58210 be paid?
$11,780.00 is scheduled for the 12/04 pay run, net 30. The $650.00 tooling repair charge is with our buyer for review.
Answered from: Pay run 12/04
Manufacturing: every step
What the agent does, where you decide, and the rules it checks.
you decide every green box
- Invoice arrives
- Read header and lines
- Duplicate?Yes → hold, flag AP
- PO on the invoice?No → code plant & GL, department approves
- Find PO lines & receipts
- Goods received?No → wait for the receipt
- Quantity in tolerance?No → buyer reviews
- Price in tolerance?No → buyer reviews
- Extra charges on the PO?No → buyer reviews
- Buyer clears mismatches
- Enter invoice against receipt
- Over approval limit?Yes → plant controller approves
- Vendor bank unchanged?No → call-back check
- Schedule by due or discount date
- Prepare pay run
- You release payment
- Send remittance
- Paid & filed
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
- PO line
- PO 71144 line 1 · H-220
- Plant
- Plant 2 · Grand Rapids
- Department
- 410 Maintenance
- GL account
- 6450 Tooling expense
- Project or asset
- CAP-0312 Press line 4
PO invoices are entered against the receipt, so the ERP posts inventory, GR/IR and any price variance by its own rules. Non-PO invoices are coded to plant, department and GL from your rules, then approved.
- 3-way match
Material or parts received on a PO
- Quantity billed vs quantity received
- Unit price vs PO price
- Unit of measure agrees
- Both inside your tolerance
- 2-way match
Service, tooling or blanket PO
- Amount vs PO line balance
- Buyer or requester confirms the work
- Blanket PO not overdrawn
- Non-PO
Utilities, leases, small plant spend
- Vendor on the approved list
- Plant, department and GL coded
- Department manager approves
Routed to the right approver
By amount, department, job or property. The table is yours. Change a row and the next invoice follows it.
- PO invoice, matched in toleranceNo approval. Entered and scheduled.
- Price, quantity or charge mismatchThe buyer on the PO
- Non-PO under $5,000Department manager
- Non-PO over $5,000, tooling or capitalPlant manager, then controller
Checked before anything is paid
- Goods receiptA PO invoice is not entered until receiving posts it.
- Tolerance checkOver tolerance on price or quantity waits for the buyer.
- Approved vendorNew suppliers need a W-9 and your setup approval.
- 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? 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.
- Read header and lines
- Duplicate?
- PO on the invoice?
- Find PO lines & receipts
- Goods received?
- Quantity in tolerance?
Change anything. Any time.
Any step, any rule, any approval. Say what changed. Approve the new version.
- Enter invoice against receipt
- Check this customer's historyAdded
- Price off by over 2%?Changed
- Schedule by due or discount date
- You release paymentRepeat customers: skip
- Price in tolerance?
Add a step after “Enter invoice against receipt”: check this customer's history and flag anything unusual.
Step added
New rule: Price off by over 2% → buyer reviews.
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.
- Price off by over 2%? Buyer reviews
- No receipt yet? Wait, don't enter
- Charge not on the PO? Buyer approves it
Never, on any run
- Release a payment
- Change vendor bank details
- Pay an unmatched invoice
- Change a PO price
- Post a receipt
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 ↘
Northfield billed $650 for tooling. It's not on the PO.
You asked to see any charge that has no PO line before it is entered.
Agent suggests: Enter the matched lines, send the tooling charge to the buyerOne item needs a look. Everything else checked out.
INVOICE NC-58210 · PO 71144
Housing H-220500 billed · 500 received
Cover C-221500 billed · 500 received
Freight$380 · on PO
Tooling repair$650 · no PO line
PricesMatch the PO
Enter now$11,780.00
Review notes
- Quantities match receipt 88213
- Unit prices match the PO
- $650 tooling repair has no PO line
Your team, before and after
| Today | With your agent | |
|---|---|---|
| Invoice to match | 8 days | Same day |
| Mismatches | Emails back and forth | One note to the buyer |
| GR/IR | Cleaned up at close | Cleared as invoices land |
| Your AP clerk | Keying invoices | 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 mid-size plant: minutes cover reading, three-way matching, entry 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 suppliers on its own?
No. It enters matched invoices and prepares the pay run. A person releases every payment, and bank-detail changes always go through your call-back check.
What happens when price or quantity is off?
Inside your tolerance it enters the invoice and the ERP posts the variance the way it does today. Outside tolerance it stops and sends the buyer on the PO both numbers. The buyer decides, and the agent carries out that decision.
What if the invoice arrives before the goods?
It waits. The agent checks for the receipt each day and matches the invoice once receiving posts it. It never posts a receipt itself.
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 supplier should we match first?
Bring last month's unmatched invoices.
no new system. no integrations. ↗