AI invoice automation that posts straight to your ERP

Your AP team keys the same fields from every PDF, chases buyers about price variances and spots duplicates from memory. We build a workflow that reads each invoice, matches it against the purchase order and goods receipt in your ERP, and sends only the exceptions to a person.

Book a Discovery Call See what the workflow does

Jason, our COO, runs the call and maps your AP flow with you.

Invoice, extractedSample

Northwind Packaging B.V.Received in the AP inbox as a PDF attachment

Invoice no.INV-2041799%
PO referencePO-8821398%
Net amount€12,480.0099%
VAT 21%€2,620.8097%

Purchase order400 × €30.00PO-88213
Goods receipt400 receivedWarehouse, 14 Oct
Invoice400 × €31.20+4.0% over PO price

Price variance above your 2% tolerance. Sent to the buyer in Teams with the PO, the invoice and a suggested resolution.

09:14Fields extracted, bank details unchanged against vendor master
09:15Variance routed to buyer
11:02Buyer approved the new price
11:02Posted to ERP, audit record stored

Clients include

Invoice processing automation in five steps

Five jobs your AP team does by hand today. AI invoice processing handles each one in a step you can open and inspect.

01
Email, portal, scan or e-invoice network
Capture
PDF attachments to an AP inbox, supplier portal uploads, scans and structured e-invoices in formats such as Peppol BIS, XRechnung and FatturaPA all land in one queue.
02
Any layout, a confidence score per field
Extract
A language model reads the header, line items, tax and bank details from layouts no template anticipated. A field below your threshold sends the invoice to review instead of posting a guess. Structured e-invoices skip this step.
03
Two-way and three-way, against live ERP data
Match
The workflow pulls the purchase order and goods receipt from your ERP and checks quantities and prices within the tolerances your controller sets. It also checks for duplicates and compares bank details against the vendor master, where invoice fraud usually shows up.
04
To the person who can resolve it
Route exceptions
Each exception is classified and sent to the right approver in Slack, Teams or email, with the invoice, the mismatch and a suggested resolution. One click approves or overrides.
05
Through your ERP's API
Post and log
Cleared invoices post through the ERP's API. Every extracted field, match result, approval and posting is recorded, so an auditor can trace any invoice from inbox to ledger.

Only the exceptions reach your AP team

Invoices that clear the match never enter a queue. The ones that fail it arrive with the mismatch already explained, as in this sample.

Exception	What the workflow found	Routed to	Suggested resolution
Price variance	Unit price 4.0% above the PO, outside a 2% tolerance	Buyer	Approve and update the PO price, or reject to the vendor
No receipt	PO matches, but no goods receipt is booked yet	Warehouse	Hold, and recheck when the receipt posts
Possible duplicate	Same vendor and amount as an invoice posted three days earlier	AP clerk	Reject as a duplicate, with both invoices side by side
Bank details	IBAN on the invoice differs from the vendor master	Finance manager	Verify with the vendor by phone before any payment

Accounts payable automation, role by role

Invoice processing automation covers capture, extraction and matching. Accounts payable automation carries on through approvals, posting and the audit trail, so it changes the week of everyone who touches an invoice.

AP clerk

No more keying from PDFs

Header, line and tax fields arrive extracted. The clerk reviews only fields below the confidence threshold and possible duplicates, with both invoices side by side.

Buyer

Price variances with the evidence attached

A variance outside tolerance arrives in Slack or Teams with the PO, the invoice and a suggested resolution, approved or rejected in one click.

Controller

Rules set once, every posting traceable

Tolerances, confidence thresholds and posting rules sit in one context layer, and any invoice can be traced from inbox to ledger in the log.

Finance manager

Bank detail changes caught before payment

An IBAN that differs from the vendor master stops the invoice and goes to the finance manager, who verifies it with the vendor before any payment.

Built on the ERP you already run

The workflow reads from and writes to your system of record, so the ERP stays the single source of truth for every invoice.

SAP

SAP S/4HANA

Purchase orders, goods receipts and postings move through SAP's OData APIs. Our n8n and SAP Joule Studio guide walks through an unmatched-invoice triage workflow step by step.

Odoo

We have built n8n layers on Odoo before, including the scheduling engine in our enterprise AI consulting case, which schedules 1,500 appointments a week.

Legacy

Other ERPs and older systems

Any ERP with an API, and older systems through custom API wrappers. If you are unsure what yours can expose, the AI Audit maps it before anything is built.

Rules

Your tolerances and vendor knowledge

Tolerances, payment terms and vendor-specific exceptions sit in a context layer the agents read before they decide, so a rule change is one edit.

E-invoicing mandates are changing what reaches your AP inbox

Tax authorities across Europe and Asia are replacing PDF invoices with structured e-invoices sent through government platforms or the Peppol network.

2019Italy. B2B e-invoicing through the SdI exchange becomes mandatory.
Aug 2024Malaysia. The MyInvois rollout starts with the largest taxpayers.
Jan 2025Germany. Every business must be able to receive e-invoices; issuing phases in from 2027.
Jan 2026Belgium. Domestic B2B e-invoicing over Peppol becomes mandatory.
Feb 2026Poland. The KSeF national system becomes mandatory, largest taxpayers first.
Jul 2030EU, VAT in the Digital Age. E-invoicing and digital reporting for cross-border B2B sales within the EU. Adopted, not yet in force.

Dates from each national tax authority and the EU VAT in the Digital Age package (2025). Confirm your own obligations with your tax advisor.

For your AP team, that means XRechnung, FatturaPA and Peppol BIS files arriving next to PDFs from vendors in countries with no mandate yet. We build intake to accept both. Structured invoices go through the same PO and receipt checks as PDFs, and the extraction step stays in place for documents that still need reading. Model use inside finance processes falls under the same controls we set up in enterprise AI governance engagements.

The same checker pattern, already in production

An agent that checks every output against your rules before a person sees it sits at the core of this workflow. IES Limited runs that pattern on regulated insurance content, across four brands in the UK, Ireland and Australia. See all case studies

IES LimitedInsurance, compliance-checked content pipeline

~~4 brands~~1 pipeline

Four brands and three regions on one system

A checker agent audits every draft against each brand's rules before a person reads it

The agent must answer in structured JSON, correct or improvement needed, with each issue named. In AP the same step checks the extraction, the PO and receipt match and the posting.

11stages from one trigger

0external agencies in 2026

100+topics generated

Read the IES Limited case

We've completely phased out our reliance on external agencies and freelancers in 2026 while significantly speeding up production.”

Manual AP compared with accounts payable automation

Each row shows what changes for your AP team, from reading the invoice to posting it in your ERP.

	Ovidius AP workflow	Manual AP
Reading invoices	Any layout, with a confidence score on every field	Keyed in by hand
PO and receipt matching	Two-way and three-way, against live ERP data	Cross-checked in two screens
Exceptions	Classified, with a suggested fix, sent to the right approver	Email threads and follow-ups
ERP posting	Through the ERP's API, every write logged	Keyed in by hand
Structured e-invoices	Checked against the same rules as PDFs	Opened in a viewer, then keyed
Who owns it	You, as documented n8n workflows your team can extend	Whoever knows the process

Questions about AI invoice automation

Ask us something else

How long does an AI invoice automation build take?

It depends on how many invoice sources, legal entities and ERPs are involved, so we scope it before you commit. A single intake-to-posting workflow on one ERP usually takes weeks; a rollout across several entities and systems takes longer, and scoping tells you how much. For a sense of pace, GoKickflip's pipeline was built and shipped in 30 days.

Which ERPs and accounting systems do you integrate with?

SAP S/4HANA and Odoo are the systems we have built on most, and any ERP or accounting platform with an API is in scope. Older systems without a usable API can often be reached through custom wrappers. We confirm what your system exposes during scoping, before any build work starts.

What happens when the AI is not sure about a field?

Every extracted field carries a confidence score, and your controller sets the threshold. Below it, the invoice goes to review with the uncertain field highlighted, and nothing posts on a guess. We log each correction and use it to tune prompts and rules during the first weeks in production.

Can ChatGPT process our invoices?

ChatGPT can read a single invoice you paste into it. It cannot pull the purchase order from your ERP, apply your tolerances, send an exception to a buyer or post the result, and it keeps no audit trail your auditors can use. The workflow we build does those steps, with a language model as one step inside it. Our solutions page covers other workflows built the same way.

Where does our invoice data go?

The workflows run on n8n, which can be self-hosted inside your own cloud, and model calls go only to providers you approve. Hosting, retention and access rights are agreed in writing before the build starts, after an NDA and a data governance agreement are signed.

What is the difference between invoice processing automation and accounts payable automation?

Invoice processing automation reads and checks each invoice: capture, extraction and the match against the PO and goods receipt. Accounts payable automation also covers the work around it: exception routing, approvals, posting to your ERP and the audit trail. The workflow we build runs every step from inbox to ERP posting.

Can accounts payable automation catch invoice fraud?

It flags the two checks built into the match step: a possible duplicate of an invoice already posted, and bank details that differ from the vendor master. Either one stops the invoice and sends it to a person before any payment. It adds to your payment controls and does not replace them.

Do we have to change how our AP team works?

Your approval hierarchy, tolerances and posting rules stay as they are, because the workflow encodes them. Invoices that clear the match never reach your team's queue, and the ones that do arrive with the mismatch explained. If invoices are one of several processes you want automated, our AI consulting team scopes them together.

Put your first workflow on the board

Answer a few questions about your team and what you want automated, then Jason scopes it with you on the call.

Owen, Maciej, Jason, Oskar and Ben