Oct 16, 2025
Eliminate manual data entry and cut your accounts payable costs by up to 80%. Chronexa's AI-powered service automates invoice processing from receipt to payment in just 30-45 days, transforming your AP department from a cost center into a strategic asset.
The Problem: Manual Invoice Processing Costs You $10-15 Per Invoice
Your accounts payable team is critical, but they're likely bogged down by a process that hasn't changed in decades. Manually keying in line items, chasing approvals, and fixing data entry errors is not just slow—it's incredibly expensive. Industry benchmarks show the average cost to process a single invoice manually is between $10 and $15. For a company processing just 200 invoices a month, that’s $26,000 to $36,000 in direct operational costs annually.
This financial drain is only part of the story. Manual processing takes an average of 5-7 days per invoice, leading to late payment penalties and damaging relationships with key suppliers. Inevitable data entry errors result in payment discrepancies, duplicate payments, and hours of wasted time on reconciliation. Your team spends its days chasing paper instead of analyzing spend and negotiating better terms.
You don't need more people; you need a smarter process. You need a system that can read, understand, and process invoices with superhuman speed and accuracy, freeing your team to focus on what matters most.
How Chronexa's AI-OCR System Works
We replace the entire manual workflow with a seamless, touchless system powered by AI invoice processing and advanced OCR invoice processing technology. Our solution intelligently handles every step from the moment an invoice arrives to when it's ready for payment in your ERP.
Here's our six-step automated workflow:
Step 1: Multi-Channel Capture
Invoices arrive via email, supplier portals, or even as paper documents. Our system automatically captures them from any source—including a dedicated AP email inbox or mobile uploads—and centralizes them in a single processing queue.
Step 2: AI-OCR Data Extraction
Our layout-agnostic AI-OCR engine reads and understands any invoice format, without templates. It accurately extracts key data like invoice number, PO number, line items, quantities, and totals with 98%+ accuracy.
Step 3: Automated 3-Way Matching
The system automatically matches the extracted invoice data against the corresponding purchase order (PO) and goods receipt note (GRN) in your ERP. This three-way match validates the transaction instantly.
Step 4: Auto-Post to ERP
Once matched and validated, the invoice data is automatically posted to your accounting system—whether it’s NetSuite, QuickBooks, Xero, or Sage. No more manual keying.
Step 5: Payment Scheduling & Approvals
Approved invoices are queued for payment according to your predefined rules and payment terms. For invoices that require manual approval (e.g., non-PO or high-value invoices), they are automatically routed to the correct approver based on your workflow rules.
Step 6: Intelligent Exception Handling
If a mismatch or exception occurs (e.g., price discrepancy, missing PO), the invoice is automatically flagged and routed to the designated AP team member with a clear explanation of the issue, enabling them to resolve problems 5x faster.
Implementation Timeline: Live in 30-45 Days
We deliver results, not endless projects. Our productized invoice processing services are designed for a rapid, predictable deployment that gets you live in under 45 days.
Week 1: Process Audit & Data Requirements
We start by mapping your current AP workflow, identifying bottlenecks, and defining the data requirements for a fully automated process.
Week 2: AI-OCR Training & Configuration
We train our AI engine on your specific invoice formats and supplier documents to ensure maximum extraction accuracy from day one.
Week 3: ERP Integration & Testing
Our team integrates the system directly with your existing ERP (NetSuite, QuickBooks, etc.) and runs end-to-end tests to ensure seamless data flow.
Week 4: Production Rollout & Team Handoff
We go live. Your AP team receives training on the new exception handling dashboard, and we transition the fully automated system to your control.
Total Time from Kickoff to Production: 30-45 days.
Typical Results Our Clients Achieve
Automating your AP process delivers a powerful and immediate return on investment. Here’s what our clients in manufacturing, wholesale, and logistics typically see:
70-80% Reduction in Processing Costs: Lower your cost per invoice from an average of $10.50 down to just $2.30.
5-7 Day Processing Time Reduced to 4 Hours: Approve and schedule invoices for payment the same day they are received.
Up to $87,000 in Annual Savings: Calculated for a company processing 650 invoices per month.
98%+ OCR Accuracy: Our AI models learn and improve, reaching near-perfect data extraction accuracy within the first 30 days.
Who This Is For
Our AI-powered invoice processing service is specifically designed for mid-market companies ready to move beyond manual AP workflows. This is for you if:
Your Company Processes 200+ Invoices Per Month and the manual effort is becoming unsustainable.
You Operate in Industries like manufacturing, wholesale, logistics, or retail with complex supply chains.
Your Current Systems include popular ERPs like QuickBooks, Xero, Sage, or NetSuite.
You Work with Multi-Location or International Suppliers, leading to a wide variety of invoice formats and currencies.
If you are a very small business with low invoice volume, this service may be more than you need. We are experts at solving AP complexity at scale.
Why Our Productized Service is the Smart Choice
You could hire a team of developers to build a custom solution, but it would take 4-6 months and cost six figures with no guarantee of success. Our productized approach to outsource invoice processing automation de-risks the entire project.
Our Productized Service (Chronexa) | Traditional Custom Build |
|---|---|
Fixed Deliverables & Price: Clear scope and a single, predictable cost. | Scope Creep & Ballooning Costs: Budgets and timelines are rarely met. |
30-45 Day Go-Live: See ROI in the first quarter. | 4-6+ Month Timeline: A long, slow drain on your finance and IT teams. |
Proven AI-OCR Engine: Our technology is pre-built and optimized for invoices. | Building from Scratch: High risk of failure, low accuracy, and endless bugs. |
Low Internal Lift: We handle the technical heavy lifting. | High Internal Burden: Requires significant project management from your team. |
What's Included in the Service
This is a complete, turnkey solution to automate your accounts payable process. The service includes:
Proprietary AI-OCR Engine: A layout-agnostic engine that requires no template setup.
Multi-Channel Invoice Capture: Automated ingestion from email, portals, and scans.
Automated 3-Way PO Matching Logic: Configuration of matching rules against your ERP data.
Direct ERP Integration: Pre-built connectors for QuickBooks, Xero, Sage, and NetSuite.
Custom Exception Handling Workflows: Smart routing for any invoices that require human review.
90-Day Post-Launch Optimization Period: We monitor and fine-tune the system to ensure you achieve your target automation rates.
Impact and ROI
Our service is priced based on your monthly invoice volume to ensure a clear and compelling ROI. The model includes a one-time implementation fee and a predictable monthly subscription.
Most of our clients see a full return on their investment within 6-9 months.
Frequently Asked Questions
What invoice formats do you support?
Our AI-OCR engine supports virtually any format, including PDF, JPG, PNG, TIFF, and scanned paper documents. Because it's layout-agnostic, it doesn't matter how the supplier formats the invoice.
What happens if the OCR fails to read an invoice correctly?
In the rare case of a low-confidence extraction (typically for handwritten or very poor-quality scans), the invoice is flagged for a quick human review in the exception handling queue. Your AP clerk simply verifies the data, and the AI learns from the correction, improving its accuracy over time.
Can you handle international invoices with multiple currencies and languages?
Yes. Our system is designed to handle multi-currency and multi-language invoices, making it ideal for companies with global supply chains.
How difficult is the integration with our ERP?
We have pre-built connectors for major mid-market ERPs like NetSuite, QuickBooks, Xero, and Sage, which makes integration straightforward. Our team handles the entire technical setup during Week 3 of the implementation.
How is the service priced?
Pricing consists of a one-time setup and integration fee, plus a recurring monthly fee based on your invoice processing volume. This ensures the cost scales with your business. For a detailed quote, please book a consultation.
Ready to Cut Invoice Processing Costs by 70%?
Stop wasting money and talent on manual data entry. Let us show you how AI can transform your accounts payable department into a model of efficiency.
Book a free, 30-minute consultation to see a live demo of the platform and receive a personalized quote based on your invoice volume.