AI Accounts Payable Automation
Traditional accounting is dead. Automate AP with OCR, 3‑way match, and governed approvals.
Our AI in accounts payable service turns inbox chaos into clean, controlled workflows. We centralize invoice intake, run invoice OCR, and apply rules. We drive three‑way match and dynamic approvals. We post accurate entries and prepare payment runs on schedule. If you seek accounts payable automation ai, we deliver speed, accuracy, and audit‑ready trails without sacrificing policy control.
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Trusted by Partners Worldwide
Led by AP specialists and procure‑to‑pay operators.
Vendor‑agnostic platform selection and integration.
Security, privacy, and compliance by design.
Documentation, SOPs, and controls mapped to policy.
Who We Serve
- Companies with 300–20,000 invoices per month.
- PO‑driven purchasing and non‑PO spend.
- Multi‑entity groups and shared services teams.
- QuickBooks, Xero, or ERP back‑ends with bank integrations.
- Suppliers sending PDFs, EDI, portals, or email attachments.
What Is AI in Accounts Payable?
Benefits of AP Automation
Cycle time
Shrink invoice processing time from weeks to days or hours.
First‑pass yield
Raise straight‑through processing with better OCR and rules.
Accuracy
Reduce coding errors and mismatches across entities and vendors.
Controls
Enforce approvals, spend limits, and separation of duties.
Visibility
Track status, exceptions, and KPIs in real time.
Savings
Capture early‑pay discounts and avoid late fees and duplicate pays.
Risk reduction
Block duplicate invoices and verify sensitive vendor changes.
Scope of Work and Deliverables
INTAKE & CAPTURE
- Unified intake: email, portal, drag‑and‑drop, and API.
- Invoice OCR with line‑item capture and confidence scores.
- Supplier normalization and document de‑duplication.
MATCH & CODE
- Two‑way and three‑way match with tolerances and exception routing.
- Auto‑coding by vendor, item, PO, or cost center with override rules.
- Tax handling, freight allocation, and accruals when required.
APPROVE & POST
- Dynamic approvals by policy, amount, vendor risk, or category.
- Segregation of duties with clear substitutes and escalation paths.
- Post to GL with links to source documents and change logs.
PAYMENT READINESS
- Payment run prep: due‑date views, discounts, and cash timing.
- Positive pay and remittance files with remittance narratives.
- Vendor statement reconciliation and dispute tracking.
FRAUD & QUALITY CONTROLS
- Duplicate detection and AI‑based anomaly checks.
- Verified supplier bank changes with out‑of‑band confirmation.
- Audit trails, prompt logs, and immutable document links.
SLAs & KPIs
- Intake to first decision: target same day for standard invoices.
- First‑pass match rate and exception rate tracked weekly.
- Cost per invoice, cycle time, and discount capture reported monthly.
Examples of AP Workflows
Non‑PO Invoice
- OCR, vendor mapping, auto‑coding, and single‑owner approval.
- Exceptions flagged by amount, GL, or vendor risk.
Credit Memo & Returns
- Link to original invoice and PO.
- Auto‑netting and approval path for write‑offs above threshold.
PO‑Backed Invoice
- PO flip, three‑way match, tolerance checks, and partial receipts.
- Exception routing to receiving or buyer for quick resolution.
Credit Memo & Returns
- Link to original invoice and PO.
- Auto‑netting and approval path for write‑offs above threshold.
Improve downstream collection too? Connect for AI Accounts Receivable Automation.
Success Stories
Representative outcomes from recent AP programs. Results vary by systems, supplier mix, and scope.
Cascade Components (Manufacturing)
- Challenge: High volume of PO invoices; manual matching and discount leakage.
- Solution: PO flip, OCR, tolerances, and early‑pay targets.
- Outcomes: Cycle time cut materially; first‑pass match rate up; discounts captured consistently.
UrbanNest Hospitality (Hotel Group)
- Challenge: Non‑PO spend and late approvals across locations.
- Solution: Intake portal and dynamic approvals by category and amount.
- Outcomes: On‑time approvals; fewer late fees; cleaner audit trails.
Silverline Distributors (Wholesale)
- Challenge: Duplicate invoices and risky bank change requests.
- Solution: Duplicate detection and out‑of‑band bank verification.
- Outcomes: Attempted fraud blocked; zero duplicate pays post‑go‑live.
Want the details? See our case studies or book a discovery call.
What Our Customers Say
PrometAI helped us cut our close timeline without sacrificing control. The pilots paid for themselves quickly.
Our cash‑app backlog vanished. Posting happens the same day, and exceptions are clear.
Discounts finally land because invoices move fast and clean.
Tools, Integrations, and Platforms
- Invoice capture and extraction with audit trails.
- Supplier portal and self‑service onboarding.
- PO, GRN, and item catalog syncs.
- Approval routing with policy enforcement and analytics.
- Payment files, positive pay, and remittance automation.
- Role‑based access, logs, and monitoring.
Selecting platforms now? Connect for AI Accounting Software: Selection, Setup & Migration.
Security, Privacy, and Compliance
- Least‑privilege access and role‑based permissions.
- Encryption in transit and at rest for sensitive vendor data.
- Retention and deletion policies you can audit.
- Prompt logs, activity trails, and human‑in‑the‑loop reviews.
- Documentation mapped to your control framework.
Pricing and Packages
AP Assessment
Process mapping, KPI baseline, tool fit, and roadmap with risk and control review.
Request a Quote.
AP Pilot (One Flow)
Non‑PO or PO‑backed invoices, limited suppliers, success metrics, and training.
Request a Quote.
AP Scale
Entity rollout, supplier onboarding, dashboards, and payment‑run readiness.
Request a Quote.
Pricing depends on invoice volume, supplier mix, entities, integrations, and control requirements.
FAQs: AI Accounts Payable
It captures invoices, applies rules, matches POs and receipts, enforces approvals, and posts entries with audit trails.
We match invoice, PO, and receipt. We apply tolerances and route exceptions to buyers or receiving.
We typically pilot within weeks, then phase rollout by entity or supplier group.
Yes. We integrate with NetSuite, QuickBooks, Xero, and major ERPs, plus banks and procurement systems.
We use de‑duplication checks, anomaly scans, and verified bank‑change workflows with out‑of‑band confirmation.
Cycle time, cost per invoice, first‑pass match rate, exception rate, on‑time approvals, and discount capture.
No. Automation handles routine tasks. Your team manages exceptions, suppliers, and policy compliance.
Yes. We support W‑9 collection, vendor classification, and data hygiene with required fields.
We support multi‑currency invoices and applicable tax codes with documented assumptions.
We stage payment runs with remittance files, positive pay, and cash‑timing views for approval.
Traditional accounting is dead. Ready to modernize AP?
Book a discovery call. We will review your AP goals and propose a clear next step.
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Address
7901 4th St N, St. Petersburg, FL 33702, USA
Phone number
+1 727 625 4373
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Areas We Support
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