AI AP (Accounts Payable) for Wholesale Distribution
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 cost ↗
- SupplierKessler Fastener Co.
- PO5520871
- Terms2/10 net 30
- Total$3,365.00
- Anchor bolts 1/2 in · 1300 Inventory1,170.00
- Wedge anchors 3/8 in · 1300 Inventory1,860.00
- Freight in · 5200 Freight in185.00
When will 664120 be paid?
It's in the 11/20 pay run for $3,215.00, less the 2% discount. The $150.00 not included is the wedge anchor cost above SPA-2291. Credit request sent 11/12.
- 01Invoice in
- 02Read
- 03Match cost
- 04Enter voucher
- 05Pay run
Every invoice matched before the discount date
Thousands of supplier invoices a month, and each one that sits can miss its discount. Your agent matches them the same day.
- Invoice sits in a supplier portal
- Matched to PO cost In 7 days
- Deal lost. The invoice was matched on day 12 and the 2% discount was gone.
With your agent✦ Instant- Picked up the moment it lands
- Pulled, matched, entered, scheduled same day
- Discount taken. Cost right in the system.
Distribution payables are messy is messy
- Cost mismatches. Invoice cost above PO cost
- Lost discounts. 2/10 net 30, gone
- Short shipments. Billed in full anyway
- Unclaimed pricing. Special price not applied
An agent that handles the messy parts your way.
- 01High volumeThousands of invoices a month
- 02Portals and EDIPulled where suppliers post them
- 03Cost matchPO cost and special pricing
- 04Shorts and creditsRequested and tracked to closed
- 05Discount datesPaid early when it pays
Every invoice, by hand. Agents should!
- ManualAgent Log into portals
- ManualAgent Download invoices
- ManualAgent Find the PO
- ManualAgent Find receipt
- ManualAgent Compare cost
- ManualAgent Compare quantity
- ManualAgent Check freight
- ManualAgent Email the buyer
- ManualAgent Enter voucher
- ManualAgent Request credit
- 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.
- Supplier portals
Logs into each portal and downloads new invoices and credits.
- EDI 810 invoices
Works the EDI invoice exceptions already in your ERP.
- AP inbox
Saves PDF invoices and logs the PO number on each.
- Freight carrier bills
Pulls freight bills and ties them to the receipt.
- Branch scans
Reads invoices and packing slips each branch scans in.
- Supplier statements
Compares the statement to your ledger and finds what is missing.
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 & EDI invoices
- Finds PO & receipt
- Matches cost & quantity
- Buyer clears cost issues
- Enters the voucher
- Requests credits
- Lines up discounts
- You release payment
Agent does itYou decide
Five steps. One invoice.
One job, start to finish: Kessler Fastener Co., invoice 664120, PO 5520871.
- 01
It reads the invoice
Portal, EDI 810 or PDF. Every line, cost and freight.
Supplier portal · Invoice 664120- SupplierKessler Fastener Co.
- PO5520871
- Terms2/10 net 30
- Total$3,365.00
Invoice 664120 · Kessler Fastener Co.
- 02
It matches cost and quantity
To the PO cost and the receipt, including special pricing.
Prophet 21 · PO & receipt inquiryItem From Price Anchor bolts 1/2 in, 180 bx PO 5520871 · received 180 of 200 $1,170.00 Wedge anchors 3/8 in, 60 bxBilled $33.50, PO cost $31.00 PO cost $31.00 · agreement SPA-2291 $2,010.00 Freight PO 5520871 · prepaid and add $185.00 - 03
It enters the voucher
At the agreed cost, freight coded, discount date set.
Prophet 21 · Voucher entryNo. V-331870Kessler Fastener Co.DraftDescription Qty Unit Amount Anchor bolts 1/2 in · 1300 Inventory 180 bx 1,170.00 Wedge anchors 3/8 in · 1300 Inventory 60 bx 1,860.00 Freight in · 5200 Freight in 1 ea 185.00 Cost difference $150.00 disputed · discount date 11/21$3,215.00 - 04
It asks for the credit
The difference, the agreement number, the proof.
Outlook · New messageToAR, Kessler Fastener Co.
SubjectInvoice 664120: wedge anchors billed above SPA-2291
Invoice 664120 bills 60 boxes of 3/8 in wedge anchors at $33.50. Our PO and agreement SPA-2291 show $31.00. We're paying $3,215.00 and ask for a $150.00 credit memo or a corrected invoice.
664120 cost difference.pdf
Send - 05
It answers the supplier
What is paid, when, and what is in dispute.
Supplier portal message · Kessler Fastener Co.When will 664120 be paid?
It's in the 11/20 pay run for $3,215.00, less the 2% discount. The $150.00 not included is the wedge anchor cost above SPA-2291. Credit request sent 11/12.
Answered from: Pay run 11/20
Wholesale distribution: every step
What the agent does, where you decide, and the rules it checks.
you decide every green box
- Invoice arrives
- Pull from portals, EDI, inbox
- Read header and lines
- Duplicate?Yes → hold, flag AP
- Find PO & receipt
- Quantity matches receipt?No → short-pay, request credit
- Cost matches PO?No → buyer reviews
- Special pricing applied?No → claim the difference
- Freight inside terms?No → purchasing reviews
- Buyer clears exceptions
- Enter voucher, add freight
- Set discount date
- Vendor bank unchanged?No → call-back check
- Prepare pay run
- You release payment
- Send remittance
- Track open credits
- 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 5520871 line 2
- Branch
- 04 Columbus
- Inventory account
- 1300 Inventory
- Freight
- 5200 Freight in, added to landed cost
- Expense GL
- 6400 Warehouse supplies
Stock invoices are vouchered against the PO receipt, so cost flows to inventory by your ERP's rules. Freight follows your landed cost setup. Expense invoices are coded to branch and GL from your rules.
- 3-way match
Stock received on a PO
- Quantity billed vs quantity received
- Invoice cost vs PO cost
- Special pricing agreement applied
- Backorders not billed
- Freight match
A carrier or supplier bills freight
- Tied to a receipt or shipment
- Inside the PO freight terms
- Not already on the supplier invoice
- Non-PO
Branch expenses and services
- Vendor on file and active
- Branch and GL coded
- Branch 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.
- Matched to PO cost and receiptNo approval. Entered and scheduled.
- Cost or quantity mismatchThe buyer for that supplier line
- Branch expense under $2,500Branch manager
- Over $2,500, or freight outside termsPurchasing manager, then controller
Checked before anything is paid
- ReceiptA stock invoice waits until the branch receives the goods.
- Cost checkCost above PO cost waits for the buyer.
- Open creditsCredits owed are taken before the next payment is prepared.
- 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.
- Pull from portals, EDI, inbox
- Read header and lines
- Duplicate?
- Find PO & receipt
- Quantity matches receipt?
- Cost matches PO?
Change anything. Any time.
Any step, any rule, any approval. Say what changed. Approve the new version.
- Find PO & receipt
- Check this customer's historyAdded
- Cost above PO cost?Changed
- Prepare pay run
- You release paymentRepeat customers: skip
- Duplicate?
Add a step after “Find PO & receipt”: check this customer's history and flag anything unusual.
Step added
New rule: Cost above PO cost → 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.
- Cost above PO cost? Buyer reviews
- Billed more than received? Short-pay, request credit
- Discount date near? Move up the pay run
Never, on any run
- Release a payment
- Change vendor bank details
- Pay an unmatched invoice
- Change a PO cost
- Write off a credit
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 ↘
Kessler billed $33.50. The PO cost is $31.00.
You asked to see every invoice cost above the PO cost before a voucher is entered.
Agent suggests: Pay at PO cost and request a $150 creditOne item needs a look. Everything else checked out.
INVOICE 664120 · PO 5520871
Anchor bolts180 billed · 180 received
Wedge anchors$33.50 billed · $31.00 on PO
Freight$185 · prepaid and add
AgreementSPA-2291 · active
Discount2% if paid by 11/21
Pay now$3,215.00
Review notes
- Quantities match the receipt
- Wedge anchors $2.50 over PO cost × 60 = $150
- 20 backordered boxes were not billed
Your team, before and after
| Today | With your agent | |
|---|---|---|
| Invoice to voucher | 7 days | Same day |
| Cost differences | Found at month end | Flagged at entry |
| Early-pay discounts | Often missed | Lined up by date |
| Open credits | Forgotten | Tracked to closed |
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 multi-branch distributor: minutes cover pulling, matching, entry and credit requests. 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 vouchers and prepares the pay run. A person releases every payment, and bank-detail changes always go through your call-back check.
Most of our invoices come by EDI. What is left for the agent?
The ones that fail. It works the EDI exception queue in your ERP: cost and quantity mismatches, missing receipts, freight that was not expected. It also handles the suppliers that still send PDFs or post to a portal.
Does it know our special pricing and rebates?
It reads the agreements where you keep them, in the ERP or a spreadsheet. When an invoice bills above the agreed cost it shows both numbers and the agreement, and asks the supplier for the credit once your buyer agrees.
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 line should we match first?
Bring last month's cost exceptions.
no new system. no integrations. ↗