It collects the post from everywhere
Email, portals, shared folders, the photograph someone sent from site. Nothing waits to be gathered by hand.
Nothing missed into a late fee
Service
Accounts payable automation for finance teams still keying invoices
Invoices arrive from everywhere, get read by a person, typed into your accounting system, and chased around for approval. We build the system that does the reading, the matching and the chasing.
In short
Accounts payable automation replaces the manual handling of supplier invoices. Invoices are collected from wherever they arrive, read, checked against the purchase order or contract, and routed for approval based on rules you set. Anything that does not match, or falls outside the rules, stops and waits for a person. The result is that the finance team reviews exceptions rather than typing every line.
Works with the systems you already run
Excel
Outlook
Google Drive
Stripe
SlackThe problem
Everything about paying a supplier is fine except the middle
The invoice arrives. Somebody opens it, works out which supplier and which project, checks whether it matches what was ordered, types it into the accounting system, and then starts asking around for an approval. That last part alone can take a week, most of which is somebody waiting for somebody else to open an email.
None of those steps needs judgement most of the time. Judgement is needed when something does not match, and that is a small fraction of the post. The rest is routing.
It breaks in four places, and the people doing it feel every one.
- 01Invoices arrive from everywhere
Email, portals, post, and a photograph from someone on site
There is no single inbox. Before anything can be processed, somebody has to gather them from four places, and the one that gets missed is the one that turns into a late payment charge.
- 02Matching by eye
Checking the invoice against what was actually ordered
Line by line, against a purchase order in another system, or against a contract nobody can find. It is slow, and it is where the duplicate payments slip through.
- 03Approval by pestering
The invoice sits in someone's inbox for a week
Forwarded, forgotten, chased, forwarded again. The approver is not being difficult, they are just busy, and nothing in the process makes this the thing they open first.
- 04The month-end scramble
Everything that was deferred arrives at once
The queue that was manageable on the fifteenth is a crisis on the thirtieth, and the accruals get estimated because there is no time to process properly.
What changes
The same week, run differently
How it runs nowHow it runs after
Invoices are gathered by hand from four different places.
They are collected automatically, wherever they arrive.
Someone checks each one against the order, line by line.
Matches are confirmed automatically, mismatches stop for review.
Approval takes a week of chasing.
It routes by rule and escalates on its own if it stalls.
Month end is a scramble and accruals get estimated.
The queue stays flat, so month end looks like every other week.
What we build
What the system takes over
It matches against what was ordered
Line by line against the purchase order or contract, with anything that disagrees held back.
Duplicates caught before payment
It chases the approval for you
Routed by your own delegation rules, escalating on its own when it stalls in somebody's inbox.
A week of chasing becomes a day
It posts, and keeps the record
Into your accounting system, with a trail showing what was read, matched and approved by whom.
Month end stops being a scramble
Proof
80%less manual handling on an invoice ingestion backlog, taking invoice to approval from days to hoursA fintech software company. Named on request, under NDA at the time of writing.
The same approach applies whatever the document is. Collect it from wherever it lands, read it, check it against what it should match, and route it by your rules. What differs between finance teams is the rules and the tolerances, which is why those get written down before anything gets built.
How it works
From first call to running system
- 01
We take a month of your real invoices
Including the awkward ones. The supplier who sends a photograph, the one whose layout changed, the credit notes. Those decide whether this works.
- 02
We show you what came back, line by line
A written report on what was read correctly and what was not, before anything is built. That report becomes the standard the work is measured against.
- 03
We build the matching and the rules
What counts as a match, what tolerance is acceptable, who approves what and at what value. Your rules, written down and applied consistently.
- 04
We run it in parallel before it touches the ledger
Your team keeps processing normally while the system runs alongside. Nothing posts for real until the two agree.
Confidence & control
What happens when the system is unsure
- Nothing posts without passing your rules
- The system does not decide to pay anything. It prepares, matches and routes. The approval is a person's, and the audit record shows who approved what and when.
- Duplicates are caught before they are paid, not after
- Checking against what has already been processed is part of the flow rather than something discovered at reconciliation. This is usually where the cost of the old process was hiding.
- A parallel run before it goes anywhere near the ledger
- Your team keeps working normally while the system runs alongside, and we compare. Nothing posts for real until the two agree consistently.
- You own it when we leave
- It is built inside your own accounts and your own cloud. If you never speak to us again it keeps running, and another team could pick it up. You are not renting your own process back from us.
Scope
What an engagement covers
Included
- A written accuracy report on a month of your real invoices, before any build
- Automatic collection from email, portals and shared folders
- Matching against purchase orders or contracts
- Approval routing by your own rules, with escalation when something stalls
- Posting into your accounting system, with a record of everything handled
- A parallel run before anything posts for real
Not included
- Making payments. The system prepares and routes; releasing money stays with your team and your bank.
- Replacing your accounting software. We post into what you already run.
- More than one accounting system per engagement without agreeing it first.
- Any accuracy figure quoted before we have seen a month of your real invoices.
Scope, timeline and price are agreed after a short call, never before. We write down what the system has to do, and what it costs, before any build starts.
Questions
Frequently asked
Will it pay invoices automatically?
No, and we would push back on anyone who offered that. It reads, matches, routes for approval and posts once approved. Releasing money stays a human decision with your bank, because the failure mode on the other side of that line is severe.
Our suppliers all send different formats. Is that a problem?
It is the normal situation and it is the reason off-the-shelf tools get abandoned. We work from a month of your real post, awkward suppliers included, and show you what was read correctly before you commit to anything.
What happens when an invoice does not match the order?
It stops and goes to a person with both documents side by side and the difference highlighted. That queue is the point of the system. A mismatch that gets quietly accepted is worse than one that never got checked.
Can it handle credit notes and part deliveries?
Yes, but they need to be in the sample. Those cases carry the rules that matter, and a system built only on clean invoices will fall over on the first credit note.
Does this work with our accounting software?
In most cases. We would confirm on the call before quoting rather than after. The system posts into what you already run, so nothing about your close process needs to change.
What does it cost?
Every engagement is priced to its own scope, so there is no list price. After a short discovery call we agree in writing what the system has to do and what it costs, before any build starts.
Related
Other things we build
Bring us the workflow that keeps eating your team's week.
Let's find the first one to fix.
The audit is free. If we can't find automation worth more than it costs to build, you owe us nothing, and you keep the roadmap.
Prefer email? info@chronexa.io
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