BY NUMBER7 AIReceived
Document and entity context established.
ACCOUNTS PAYABLE WORKFLOW
Automate AP work. Preserve financial control.
AIdaptIQ connects invoice intake, document assembly, coding, matching, exceptions, approvals and accounting handoff in one evidence-bound workflow.
Move the routine.
Route the judgment.
Invoice assembledINVOICEINV-2048
Intake → checksWhat does the evidence support?
CHECKS PASS
Routine path
Policy → approval
ContinueRECEIPT GAP
Exception path
Source → owner → reply
Hold → re-checkAuthorized handoffRecord result · retain returned ID
Documents are assembled and connected to vendor and entity context.
Routine invoices proceed when the required checks pass.
An unsupported quantity takes the exception path, with a named owner.
Re-check evidence and approval before handing off to the accounting system.
ONE INVOICE · TWO POSSIBLE PATHS
Follow one invoice from arrival to recorded outcome.
Routine items continue. Failed controls create an owned exception with the evidence needed to resolve it.
ROUTINEInvoice received→Checks satisfied→Required approval→Accounting handoff
EXCEPTIONFailed check→Ask client in AIdaptIQ→Reply joins full history→Controls replay→Approval + handoff
Pransform reports 50K+ documents per month across 300+ client companies.
Its published case describes a reported AP staffing requirement change from 12 to 3 after extraction, automated validation and exception-led review.
Read the scoped case study →ONE INVOICE · ONE ACCOUNTABLE PATH
The workflow changes state only when the evidence earns it.
A missing receipt does not disappear behind a confidence score. The transaction pauses with a named cause, returns with the required evidence, replays its controls and proceeds to an authorized accounting outcome.
DIRECT ANSWER
What is an accounts payable workflow?
It is the operating path from invoice receipt through evidence assembly, accounting checks, exception resolution, approval and accepted accounting-system outcome.
INTAKE OPERATING MODEL
Every document in the right workflow.
Incoming files retain their workflow, entity and completion state. Follow one invoice from intake to checks, an owned exception and the accounting-system result.
01 · ARRIVE
One intake queue
Invoices · purchase orders · receipts
INV-2048 Invoice
PO-1086 Purchase order
GRN-4102 Goods receipt
02 · CONNECT
Resolve the context
- Identify the entity
- Connect vendor and references
- Retain the source evidence
03 · ROUTE
12 assembled
Entity resolved
Continue to checks
2 need context
Route to review
Keep the original files attached
- 01Workflow and file population
- 02Current processing state
- 03Entity and actions
SIX EXPLICIT STATES
Every stage answers what is known, what is blocking progress and who owns the next action.
Understood
Evidence structured and connected.
Validated
Required checks evaluated.
Waiting
Exact exception and owner named.
Approved
Configured authority satisfied.
Recorded
Accepted result and returned ID retained.
TWO PATHS
Routine invoices move. Judgment arrives with context.
The routine and exception paths reconnect only after the required evidence and authority are satisfied.
Routine path
Evidence, accounting checks and policy pass; the transaction proceeds to required approval.
Exception path
A failed condition names the cause, consequence, source, owner and resolution criteria.
PRODUCT DEMONSTRATION
See the workflow move from document intake to controlled AP output.
The demonstration shows the operating product; the illustrative diagrams explain state and decisions.
Product demonstration · captions available on YouTube.
Use the invoices that consume reviewer time.
Evaluate the complete path, including exceptions and failed handoffs.