AIdaptIQBY NUMBER7 AIOpen AIdaptIQ ↗Book a demo →

AI accounts payable automation

Turn invoice chaos into accounting-ready bills.

Separate bills from email and bulk PDFs, check the numbers, apply each client’s coding and sync approved bills with QuickBooks. When evidence is missing, bring the question and the source to the right person.

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AIdaptIQIllustrative transaction

01 · Read & check

The amount is right.
The receipt is short.

200 units need evidence
Received 300Invoiced 500

500 units × $840 = $420,000. The arithmetic works; GRN-4102 supports only 300 units.

  • Arithmetic supported
  • Receipt gap retained
  • Approval still required
Next owner Warehouse receiving

Request the receipt for the remaining 200 units.

02 · Ask & retain

Ask with the source.
Keep the answer here.

Waiting on receiving
Received 300Invoiced 500

“Please send the receipt for the remaining 200 units. Invoice INV-2048 and PO-1086 are attached.”

  • Invoice + PO attached
  • Reply returns to this bill
  • Approval still required
Next owner Warehouse receiving

Return the missing receipt by email. No platform seat required.

03 · Re-check & approve

New evidence.
The same transaction.

Match passed · approval pending
Received 500Invoiced 500

GRN-4140 returns the missing 200 units. The receipt joins the invoice history and the quantity check re-runs.

  • Returned source retained
  • 500 units now supported
  • Approval remains separate
Next owner Designated approver

Complete required approval before the accounting handoff.

Example invoice workflow. Required approval remains separate from matching.

From incoming file to approved bill

Every step leaves the next person less work.

A combined PDF should become individual bills. Readable amounts should reconcile. Recurring vendors should use the right client context. The remaining judgment should arrive with a clear question.

Explore AP automation
Editorial illustration linking a purchase order, goods receipt and supplier invoice across a quantity difference
Order, receipt and invoice: three sources, one transaction. Editorial illustration; its pictured values are separate from the worked example.
  1. 01

    Separate

    Keep each bill and its continuation pages together.

    See PDF separation
  2. 02

    Read and check

    Extract fields and lines; repair recoverable extraction arithmetic against the source.

    Inspect invoice checks
  3. 03

    Apply client context

    Use the accounting treatment that belongs to this client.

    See coding memory
  4. 04

    Resolve and approve

    Retain the source, owner and answer before the authorized handoff.

    See exception resolution
  5. 05

    Record

    Retain the accepted accounting identifier and returned state.

    See QuickBooks sync

Find your workflow

Choose the work your team needs to finish.

02

Accounting BPOs

Increase delivery capacity.

Reduce handling, review and follow-up across client operations.

Explore BPO operations
03

Enterprise AP

Resolve what holds AP up.

Connect invoice checks, purchasing evidence, approval and ERP handoff.

Explore enterprise AP
04

Developers

Build document processing in.

Use structured invoice results inside your application.

Explore the API

Customer operations

See what changed in production.

Pransform Inc. · finance BPO

12→3

Reported AP staffing requirement

50K+ documents per month across 300+ client companies. Extraction, validation and exception-led review changed where people worked.

Read the AP delivery case

JSK Automation · purchase-order intake

10×

Reported faster intake across email PDFs, scans and WhatsApp-originated images.

Read the PO intake case

Fairlorry · freight reconciliation

2–3 days → continuous checks

LR, invoice and operating context brought discrepancies into owned follow-up earlier.

Read the freight case

Customer-reported results from three separate workflows. Each case states its scope; these figures are not a universal benchmark.

Recorded product workflow

See the operating product.

Existing AIdaptIQ product walkthrough. The source examples on this page are labelled separately.

What happens when evidence is missing?

The conversation stays on the invoice.

01

In AIdaptIQ · INV-2048

Ask with the bill attached.

“Please send the receipt for the remaining 200 units. Invoice INV-2048 and PO-1086 are attached.”

Receiving owns the evidence gap.

02

In the recipient’s email

Reply from the inbox.

“The remaining 200 units arrived. Attached: GRN-4140.”

No platform seat required.

03

Back on the same invoice

The answer stays with the work.

The reply and source join the previous conversation. The quantity check re-runs; required approval remains separate.

Match passed · approval pending

Keep the system that owns your books

Your accounting system stays authoritative.

EvidenceEmail · upload · APIAIdaptIQChecks · exceptions · approval contextAccounting systemAccepted bill · returned status

AIdaptIQ prepares and controls the operational work. The accounting system accepts the bill and returns its identifier or a failure. Recording payment state does not move money.

Free Invoice Error Lab

Read the source. Follow the decision.

Inspect arithmetic, invoice boundaries, client coding and changing receipt balances with original PDFs and checked answers.

Before you buy

Three useful questions.

  1. How much work remains after automation?

    Count preparation, corrections, client follow-up and final review.

  2. What happens when deliveries change?

    Partial receipts and repeated invoices need a running balance.

  3. How should hands-off processing be measured?

    Define the invoice population and every human touch first.

Next step

Bring the invoices your current stack struggles with.

See the product first, or start with a scoped 50-document assessment.

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