Accounts Payable

Stop Processing Invoices Manually.

The AP Agent extracts invoice data, codes it against your rules, routes approvals, and posts to your ERP — with your team validating only where it matters.

AP Agent — Invoices Awaiting Validation 6 pending
Last processed 2 min ago
VanSpeed Transport Ltd €1,803.49
Inv: 92020 · EUR Due 28 Mar 2026
AWS £18,567.48
Inv: IE-CD-36-28801956 · GBP Due 28 Mar 2026
DHL €278.39
Inv: DUBIR00325806 · EUR Auto
SSE -£4.09
Inv: SE004331613 · GBP Credit Note
6 invoices awaiting validation View all invoices →

This Isn't an Off-the-Shelf Tool

What you see below is a representation of what's possible. Every AP Agent is built from scratch around how your team actually works.

What We Customise Fully Tailored
Data Connections
Your ERP, inbox, expense tools, bank feeds, CRM — whatever your stack, we connect to it.
Coding Rules
Tax treatment, GL mapping, currency handling, line item logic — your rules, in plain English.
Approval Workflows
Your thresholds, your approvers, your escalation paths. Sequential, parallel, or conditional.
Validation Screens
The fields your team sees, the checks they run, the data they need — configured to how you review.
Data Flows
How data moves from inbox to ERP, which fields map where, what gets transformed along the way.
Controls & Exceptions
Duplicate detection, threshold flags, edge case handling — built around the problems your current tools can't solve.

How the AP Agent Works

From invoice received to bill posted, the AP Agent executes every step. Coding, approvals, posting, and logging — all automated against your rules.

Integrations
Rules
Validation
Approval
Logs
Gmail
ap@acmecorp.com
Connected
NetSuite
Acme Corp — Production
Connected
Slack
#ap-approvals
Connected
3 integrations active · Last synced 2 min ago

Connects to Your Systems

Connect your inbox, ERP, and communication tools. The AP Agent collects invoices from email, applies coding rules, routes approvals via Slack or email, and posts directly to your ERP. No file uploads. No manual handoffs.

Your Coding Rules, Applied Every Time

Tax treatment, GL codes, line item handling, currency defaults, memo formatting — captured in plain English and applied consistently to every invoice. No more tribal knowledge. No more inconsistent coding across the team.

AP Agent/Rules/Invoice Coding
1
If the supplier is in the UK, code tax to 0% regardless of the VAT shown on the invoice.
2
If the supplier is in the EU but not Ireland, apply reverse charge — services rate for software and consulting, goods rate for physical items.
3
For AWS invoices, extract only totals from the Invoice Summary box on page 1. Record as a single line item.
4
For DHL invoices, skip the front summary page. Extract all charges, VAT, and totals from page 2 only.
5
If the invoice is not in English, translate all details to English and code all attributes in English.
6
If a line item or total is €0.00, ignore it — do not code or post.
6 of 14 coding rules shown · View all →
Extracted Data
Vendor
VanSpeed Transport Ltd
Invoice Number
92020
Due Date
28 Mar 2026
Amount
€1,803.49
GL Code
5100 — Courier & Delivery
Tax Code
23% VAT (Irish supplier)
Original Invoice
VanSpeed INVOICE
Total: €1,803.49
✓ Validated

Review Before Anything Posts

You decide what requires review and what posts automatically. Set approval thresholds, auto-post rules, and exception triggers.

Invoices that meet your criteria move straight through. Anything outside those rules routes to validation or approval.

Reviews can happen inside the platform, in Slack, or via email. Approvers see the invoice, the extracted data, and the coding applied. One click approves or rejects. Nothing posts unless it meets the controls you've defined.

Approvals That Actually Move

Define your approval matrix exactly how you want it. Route by amount, department, vendor, entity, project code, or any invoice attribute. Single-step or multi-layered. Sequential or parallel. Automatic below defined thresholds.

Approvers can respond in the platform, over email, or via Slack — whatever works for them. No logins required, no context switching.

The agent sends reminders automatically based on your schedule so approvals do not stall and your team does not chase.

Approval Matrix
Amount Dept Head Finance Manager CFO
Under €1,000 Auto-post — —
€1,000 – €10,000 ✓ — —
€10,000 – €50,000 ✓ ✓ —
Over €50,000 ✓ ✓ ✓
Reminder Schedule
1st reminder — 3 days after request
2nd reminder — 5 days after request
3rd reminder — 7 days after request

Full Visibility. Full Audit Trail.

Every decision explained. Every action logged.

Agent Reasoning — Invoice 92020 Explain
Tax Code: 23% VAT (Irish Supplier)
Supplier address is in Dublin, Ireland. Rule: If the supplier is in Ireland, use the VAT rate shown on the invoice. Invoice shows 23% VAT. Applied: 23% standard rate.
GL Code: 5100 — Courier & Delivery
Vendor VanSpeed Transport Ltd categorised as logistics/courier. Matched to GL code 5100 based on vendor category mapping.
Approver: james@acmecorp.com
Invoice total €1,803.49 falls in the €1,000–€10,000 band. Rule: Requires Department Head approval. Vendor mapped to Operations department. Operations Department Head: james@acmecorp.com.

See Why Every Decision Was Made

For every field the agent fills in, you can open the reasoning panel and see which rule was applied, what data was used, and how the conclusion was reached. If something looks off, the full trail is there.

Full Audit Trail, Every Invoice

Every stage an invoice passes through is logged with a timestamp and the person or system that actioned it. Received, validated, approved, posted, rejected — all searchable, filterable, and exportable. Built for month-end reviews. Built for audits.

Integrations
Rules
Validation
Approval
Logs
Timestamp Vendor Invoice # Stage Actioned By
26 Feb 09:14 VanSpeed 92020 Received System
26 Feb 09:32 VanSpeed 92020 Validated sarah@acmecorp.com
26 Feb 10:15 VanSpeed 92020 Approved james@acmecorp.com
26 Feb 10:16 VanSpeed 92020 Posted System
26 Feb 09:22 SSE SE004331620 Received System
26 Feb 09:22 SSE SE004331620 Posted System (auto — under €1k)
12 log entries today · Export →

See How Numra Can Automate Your Accounts Payable.

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