Nobody hired a finance team to type invoices.
Our agents capture the invoice, pull the line items, match it against the purchase order and receipt, route it to the right approver and post it once approved. Your team keeps control of the money.
What does an invoice actually cost you to process today?
Thirty minutes with the engineer who builds these agents. Bring a few real invoices.
Six places an invoice loses a day.
Invoices arrive in a hundred layouts, and someone has to open every one of them.
- 01 An invoice sits in a shared inbox because nobody owns that inbox
- 02 Header and line items keyed in by hand, one field at a time
- 03 A quantity that does not match the PO, spotted after approval
- 04 An approval request that sat unread for four days
- 05 A rebill that looked new enough to get paid twice
- 06 The same figures typed again into the accounting system
What goes into XtractSol invoice automation
Each agent is built around your invoice sources, your matching rules, your approval chain and your accounting system. Automate a single step or the whole AP flow.
Caught the moment they land
Email, PDF or vendor portal, in whatever format they arrive. Nothing sits unopened waiting for somebody to get to it.
Header and every line item
Vendor, dates, totals and individual lines pulled off the invoice regardless of how the layout is arranged, delivered as clean data.
Against the PO and the receipt
Matched on your rules, with quantity and price discrepancies flagged so problems surface before anything gets paid.
To the right person, with context
Routed automatically with the details and any flags attached, so approvals move instead of stalling in somebody's inbox.
Caught before the money moves
Checked against what has already been received and posted, so you are not paying the same bill twice or pushing through a figure that does not add up.
Straight into your books
Approved invoices post into your accounting system, so nobody re-enters the same numbers and the ledger stays current.
What the agent catches on a single invoice
A three-way match tests the invoice against what you ordered and what you actually received, line by line, before anyone approves anything.
On this one the binding covers were ordered and received at 25, but invoiced at 30. A freight line has been added that never appeared on the purchase order. Neither is dramatic on its own. Together they are $277.60 that would have been paid.
A two-way match against the purchase order total would probably have let both through. So would a person keying it at speed on a Friday afternoon. The invoice is held rather than blocked, and it reaches your approver with both flags attached.
The agent does the reading and the matching. You approve the money.
No payment is ever authorised by the agent. Your controls stay exactly where they are.
Capture
Invoices pulled in from every channel as they arrive.
AgentExtract
Header and line-item detail read off, whatever the layout.
AgentMatch
Checked against the purchase order and the receipt on your rules.
AgentFlag
Variances, duplicates and anything that does not add up, surfaced.
AgentApprove
Your approver signs off, with the flags and the detail attached.
Your teamPost
Approved invoices written into your accounting system.
AgentThe best AP teams in the benchmark still put a person on one invoice in two
Straight-through processing is the headline every AP automation vendor sells. The benchmark reality is that best-in-class organisations reach roughly 49% of invoices flowing through without a human keystroke. That is the top of the field, not the average. Anyone promising you a touchless accounts payable function is describing a number nobody in the research has hit.
What automation genuinely does is change what your team spends the day on. Instead of keying every invoice, they work the exceptions: the quantity that does not match, the line that was never on the PO, the rebill that might be a duplicate. That is a smaller pile and a more useful one. We size the realistic touchless rate for your invoice mix during the audit, and PO-backed invoices will always outperform the rest.
A duplicate payment is not an accounting error. It is money that left the building and now needs somebody to go and ask for it back.
Posts where your books already live
We connect to the accounting and ERP tools you already run rather than asking you to switch, and to the channels your invoices actually arrive on.
Integration depth varies by platform and version. We confirm exactly what is supported for your setup during the workflow audit, including anything that cannot be connected.
Live in weeks, with your controls intact
We learn how your AP process actually runs before automating any of it, then build in stages.
Discovery call
Your invoice volume, where they come from, and where the manual work piles up.
Workflow audit
Your sources, matching rules, approval chain and accounting system, mapped against real invoices.
Build and tune
Tuned on your real invoices and vendors, so routine flows run cleanly and the awkward ones reach your team.
Go live
Connected to your channels, approval flow and accounting system, with review checkpoints built in.
Which accounting systems do you work with?
We connect to the common accounting and ERP platforms and can build connections to others, with the exact integration confirmed during the workflow audit. The goal is for approved invoices to post straight into the system you already use, rather than into an export somebody has to import by hand.
Do we still control approvals?
Always. The agent handles capture, extraction, matching and routing, but approvals stay with your team. Invoices reach the right approver with the details and any flags attached, and anything unusual is held for a person rather than pushed through. No payment is authorised by the agent.
What happens with invoices that have no purchase order?
They are the harder half of most AP volumes, so we handle them explicitly rather than pretending they do not exist. Non-PO invoices are coded against your rules, routed to the owner of the spend for approval, and flagged where the coding is uncertain. They will not reach the same touchless rate as PO-backed invoices, and we say so during the audit rather than after.
How does it stop us paying the same invoice twice?
Every invoice is checked against what has already been received and posted, on vendor, number, amount and date, before it moves forward. Near matches are flagged for a person rather than blocked silently, because a legitimate rebill and a duplicate can look almost identical and that call should be yours.
Can it handle invoices in different formats?
Yes. The agent reads invoices regardless of how the layout is arranged, pulling header and line-item detail from the range of formats your vendors send. It is tuned on your real invoices, so it holds up on the ones you actually receive rather than the tidy ones in a demo.
What does it cost?
A build fee plus a rate per invoice that scales with volume. You get a firm number after the workflow audit, before you commit to anything, and we will tell you then if your volume is too low for it to be worth doing.
Ready to get started?
Book a free discovery call and we will map how agentic AI can fit your workflows.