Back-office automation
AI back-office automation for invoices, documents and email
Your finance and operations team retypes data from invoices, contracts and emails into your systems every day. AI agents read those documents, extract the data, match it against your ERP and route exceptions to the right person for approval.
Where manual document work slows your team down
Accounts payable staff open each invoice, check the vendor, compare amounts to the purchase order and key the data into the ERP. Operations teams do the same with order forms, delivery notes and supplier emails. The work repeats all month, invites typing errors and piles up at month-end.
AI document processing handles the routine cases and leaves your team with the exceptions: the invoice that doesn't match, the missing approval, the unusual amount.
What the back-office agents handle
Invoice capture
They read invoices in PDF, image or email form and extract the vendor, dates, line items, tax and totals.
Purchase order matching
They match invoices to purchase orders and receipts and flag differences in price or quantity.
Email sorting
They read shared inboxes, label each message, create tasks and draft replies for review.
Contract and document review
They pull key terms, dates and obligations from contracts and forms into your systems.
Reconciliation support
They compare records across systems and list the items that need a person's attention.
Approvals based on your rules
Amounts above your limit, new vendors and mismatches go to the right approver with the evidence attached.
Connects to your finance and operations systems
The agents read from and write to the systems your team uses, with limited access.
- ERP and accounting software
- Shared inboxes
- Document storage
- Procurement and purchase order systems
- Approval tools and team chat
- Payment and banking exports
Guardrails for money and records
Back-office agents touch payments, so we build in the controls your auditors expect.
- Payments follow the approval rules you set, and the agent can't bypass them.
- Agents read where they can and write only to the fields they update.
- Each extracted value keeps a link to its source document for audit.
- A person must confirm any change to vendor bank details, a common fraud method.
- The audit trail records who or what made each change.
What you can measure
We agree on these numbers with you before the pilot and report on them every month.
- Processing time
- Minutes from a document's arrival to posting.
- Straight-through rate
- Documents processed with no manual touch.
- Exception rate
- Documents sent to a person, and the reasons.
- Error rate
- Mistakes found in review or audit.
From audit to launch in four stages
- 01 · 1–2 weeks
Opportunity and risk audit
We interview your team, map the workflows and rank AI opportunities by payback and risk.
You get: Ranked use cases, ROI model, risk map
- 02 · 4–6 weeks
Pilot with clear success criteria
One agent and one workflow, connected to your real systems and measured against the goal we agreed on. Then you decide whether to continue.
You get: Working agent, results report, go/no-go decision
- 03 · 2–4 weeks
Secure launch
We harden, attack-test and monitor the agent and train your staff before it talks to a single customer.
You get: Security report, operating guides, launch
- 04 · Ongoing
Run and improve
We track quality, cost per workflow and new risks, and keep improving the agent. Short contracts, no lock-in.
You get: Monthly performance and cost report
Back-office automation FAQ
What is AI invoice processing?
AI invoice processing uses AI to read invoices, extract the data, check it against purchase orders and post it to your accounting system, with people reviewing the exceptions.
How accurate is AI document extraction?
Accuracy depends on the quality and variety of your documents. We measure it on a sample of your real documents during the pilot and set confidence thresholds, so uncertain extractions go to a person.
Does it work with scanned or handwritten documents?
It reads scanned PDFs and photos. It handles clear handwritten print, and we route unclear documents to your team.
Can it post to our ERP automatically?
Yes, through the ERP's API, with write access limited to the records it creates. You can start with a review step and allow automatic posting for low-risk documents when the pilot numbers support it.
How do the agents help prevent invoice fraud?
They check vendor details against your records, flag duplicate invoices and send any change to bank details to a person. These checks run on every document.
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Free 30-minute assessment
Find the one workflow worth automating first.
Tell us how your team works. We'll come back with two or three AI opportunities, the risks to watch and a rough payback estimate. No obligation.
- A senior engineer replies within one business day
- We can sign an NDA before you share details
- No fixed packages, every quote tailored to you