Back office · system 12
Nothing leaves the account without you.
Supplier bills arrive by email and by PDF. It reads them, codes them to the job, matches them against the purchase order that produced them and routes them to whoever approves that kind of spend. Then it stops. It never moves money on its own, and a person releases every payment.
Demo Business is a made-up business, and its numbers are invented. The system doing the work is the real one.
This would run on your own supplier list, coding rules and approval limits.
What it does
Bills come in the way they always come in: an email from the supplier, a PDF from the merchant counter, a statement at the end of the month. It reads each one, pulls out the supplier, the date, the terms, the totals and the line items, codes it to the job and the account it belongs to, and matches it against the purchase order that produced it. Where the bill and the order agree, it queues the bill for approval against its due date. Where they do not, it holds that line and shows you both figures rather than quietly passing the difference through.
It never moves money. It reads, codes, matches and queues, and every payment is released by a person before anything leaves the account. That limit is deliberate and it does not move. It is also not a bookkeeper and not an accountant: it does not close your books, it does not decide your tax treatment, and it does not tell you what the numbers mean. Those stay with the professional you already pay. What it takes off you is the reading and the matching, which is where a wrong price or a duplicate bill hides, not the judgment about whether to pay.
The short answer
AI accounts payable reads supplier bills as they arrive by email or PDF, codes them to the right job and account, matches them line by line against the purchase order that produced them, holds anything that does not agree, and routes the rest to the right person for approval. It never moves money. A human approves every payment before it leaves the account. Plans start at $395 a month, flat, with what it runs for your business set in the free audit before any work starts.
A real bill, end to end
Reads
Takes the bill out of the email or the PDF: supplier, date, terms, totals, line items, purchase order reference.
Codes
Puts it against the job and the account it belongs to, using your own coding rules rather than a guess.
Matches
Checks it line by line against the purchase order and the delivery. Quantity, price, anything billed twice.
Routes
Sends it to whoever approves that kind of spend, with the mismatch on top if there is one. Held lines wait for you.
Queues, never pays
Approved bills are scheduled against their due date and filed against the job. A person releases the payment. The system does not move money and has no authority to.
What it costs
Flat monthly, no setup fee, month to month. Never per bill and never per approval.
Bills read and coded, matched to the order that produced them, and queued for your approval. What it runs for your business is set in the free audit, before any work starts.
Against the bill pile
Which trades use it
Setup and go-live
Most builds go live in about a week to ten days. We take your supplier list, your coding rules, your payment terms and who is allowed to approve what and up to what value, build against them, then run it in read-only mode: it reads and matches every bill and shows you what it found, and nothing enters an approvals queue until you agree with what it is catching.
Frequently asked questions
Does it pay the bills itself?
No. It reads, codes, matches and queues, and there it stops. Every payment is released by a person, on that specific bill, from your own account. The system has no payment authority and we do not sit between you and your money. That limit does not move.
How much does it cost?
Plans start at $395 a month, flat. What it runs for your business depends on how many suppliers, systems and approval paths are involved, which is what the free fifteen-minute audit works out. You get a fixed monthly number before any work starts. No setup fee, month to month, cancel any time.
Does this replace my bookkeeper or my accountant?
No. It handles the reading, coding, matching and routing so the records arrive tidy and on time. Closing the books, the tax treatment and what any of it means stay with the professional you already pay. It works for them rather than instead of them.
What happens when the bill does not match the order?
It holds the line and shows you both figures: what was ordered, what was billed, what was delivered. It does not approve the difference and it does not renegotiate with the supplier. A wrong price surfaces before approval rather than at the end of the quarter.
Where does it read the bills from?
The inbox the supplier already emails, plus PDFs you forward or drop in. It matches against the orders and job records in whatever job software, store platform or CRM you already run, and writes the cost back against the job.
What if a supplier emails new bank details?
It changes nothing. A request to alter payment details on a supplier record is one of the most common frauds aimed at small businesses, so it is flagged, never actioned, and a person verifies it by calling the supplier back on the number you already hold. Not the number in the email.
More of what we automate
Step through the systems one at a time, or see all twelve on the hub.
See what last month’s bills would have looked like.
Send us a handful of supplier bills and the orders behind them and we will show you what it read, what it coded and what it would have held. If it is not good enough, you have lost fifteen minutes.