Solution
AI-Powered Invoice Processing
Extract, validate and route invoice data automatically — from document to ERP, with line-item accuracy and exception handling built in.
The problem
Why this process resists automation
Invoices arrive from hundreds of suppliers in hundreds of layouts — PDF, scan, email body, portal download. Template-based capture breaks whenever a supplier changes its layout, and the work falls back to people.
- — Line-item tables that span pages and change shape between suppliers
- — Multiple tax treatments, currencies and rounding conventions in one ledger
- — PO and goods-receipt matching handled by hand in spreadsheets
- — Duplicate invoices and amended invoices discovered only after payment
- — Approval chains that stall because nobody can see where a document is
Today
How the work happens now
- 01Invoice lands in a shared mailbox or supplier portal
- 02AP clerk opens the file and keys header fields into the ERP
- 03Line items are typed or pasted, then re-checked against the PO
- 04Tax and totals are recalculated manually to catch keying errors
- 05Queries are emailed back to the supplier and tracked in a spreadsheet
- 06Approver chases status by email before releasing payment
How PrismIQ solves it
Invoice Processing with document intelligence
Layout-independent understanding
PrismIQ reads the invoice the way a person does — by structure and meaning, not by fixed coordinates. New suppliers do not require a new template.
Full line-item capture
Tables are reconstructed across page breaks, including descriptions, quantities, unit prices, discounts and per-line tax.
Arithmetic and tax validation
Extracted values are recomputed. Subtotals, tax and totals must reconcile before the invoice is allowed to continue.
Two-way and three-way matching
Header and line data are compared with the purchase order and goods receipt in your ERP; tolerances are configurable per supplier or category.
Exceptions, not rejections
Low-confidence fields and failed matches route to a reviewer with the source region highlighted, rather than dropping the whole document.
Documents
Document types handled
Extraction
Data captured
- Supplier name, address and tax registration number
- Invoice number, invoice date, due date
- PO number and cost centre references
- Currency, subtotal, tax amount and rate, total
- Bank/payment details
- Line items: description, quantity, unit price, discount, line tax, line total
Validation
Checks applied to every document
- Subtotal + tax = total, and line totals roll up to subtotal
- Tax registration number format check by country
- Duplicate detection across supplier, invoice number and amount
- PO existence, open balance and price/quantity tolerance
- Supplier bank detail change flagged for verification
- Date sanity: invoice date not in the future, within accepted posting period
Workflow
End-to-end processing flow
- 1Ingest from mailbox, portal, SFTP or API
- 2Classify invoice vs credit note vs statement
- 3Extract header and line data
- 4Validate arithmetic, tax and duplicates
- 5Match against PO and goods receipt
- 6Route exceptions to human review
- 7Post to ERP and notify the approver
Integration
Where the data goes
Security
Deployment and control
Outcomes
What changes for the business
Less manual keying
Designed to move routine, well-matched invoices through without human touch.
Earlier visibility
Invoices are captured on arrival, so accruals and cash forecasts reflect reality sooner.
Fewer payment errors
Arithmetic, duplicate and bank-detail checks run on every document, every time.
Audit-ready records
Every field carries its source, confidence and the rule that validated it.
Outcomes describe the design intent of the solution. Actual results depend on document complexity, workflow design, integration requirements and deployment environment.
Frequently asked questions
Bring invoice processing into straight-through processing
Book an enterprise demo and we will walk through your document types, validation rules and integration architecture.