An AP automation case study · ERP-native
A back-office AI agent that ingests vendor invoices from mailboxes and automated feeds, extracts and normalizes line items, reconciles them automatically against the firm's purchase records, and posts straight into the ERP — escalating only true exceptions. Implementation specifics are held private.
Six thousand invoices a month, across four+ legal entities, from hundreds of suppliers — each in a different format, each requiring its own coding logic, each tying up to a different purchase record.
Mixed inputs across attachments, message bodies, scans, and automated feeds. AP normalized them by hand — re-orienting to whichever layout the supplier happened to use this month.
The same vendor invoiced into four+ legal entities, each with its own accounting codes, cost-center, and project logic. Per-invoice, per-entity, by hand.
Not the keying — the matching. Purchase records, receipt confirmations, invoices, across three systems and three tabs. Reconciled by eye, every time.
Close slipped a week, every month, because of the queue. Finance leadership knew the date but never trusted it.
Envyro partnered with the group to deploy a multi-entity AP agent that ingests, normalizes, matches, and posts every invoice into the ERP — leaving the AP team only with the genuine exceptions.
Format doesn't matter — every inbound shape flows through one pipeline. Coding is supplier- and entity-aware. Reconciliation happens automatically. Anything that breaks the match lands in a queue with the exact reason attached.
Built by Envyro · Live across every entity in the group.
Mailboxes, automated feeds, and document parsing for scans — all flow through one pipeline. No per-supplier setup, no manual triage.
Supplier-aware normalization down to the SKU. Quantities, units, prices, taxes — all extracted as clean structured output.
Invoices reconciled against the firm's purchase records and receipts, fully automated. Tolerance rules per entity. Break reasons captured the moment they happen.
Entity, accounting codes, cost center, and project resolved automatically at runtime — invoices land in the ERP coded complete.
Close used to be the week we lost. Now AP looks at exceptions, not invoices — and close lands on the same day every month.
A single pipeline serving every entity in the group — per-entity ERP credentials, coding rules, and accounting mappings resolved automatically at runtime. No per-supplier setup.
Mailboxes and automated feeds connected. Per-entity ERP credentials and coding rules vaulted and resolved at runtime.
Line-item extraction tuned against real supplier samples. Reconciliation engine wired to the firm's purchase records and receipts with per-entity tolerances.
Production traffic flowing. Every invoice logged, every match-break captured, every edge case fed back into the model.
A representative month — roughly 6,000 invoices, the vast majority straight-through processed and posted clean. Exceptions surface with the original document, partial match, and exact break reason attached.
Nothing is silently dropped. Nothing is hallucinated into the ERP. Every invoice either matches — or it asks. The exception queue carries the original document, the partial match, and the exact break reason.
Reconciled against the firm's purchase records and receipts, coded per entity, written to the ERP and archived. AP never had to open these.
Original document, partial match results, and the exact match-break reason — AP picks up exactly where the pipeline stopped.
Nothing is silently dropped. Nothing is hallucinated into the ERP. Every invoice either matches — or it asks. That single rule is what makes the pipeline safe to run at production volume.
A single pipeline carries every invoice through five stages — ingestion, extraction, normalization, reconciliation, and write-back — in under a minute, regardless of format or entity. Implementation specifics are held private.
Mailbox or automated feed. Any format. Pipeline picks it up the moment it lands — no polling lag.
Mixed-format inputs are parsed and normalized into a single shape before extraction begins.
Supplier-aware mapping to internal SKUs and accounting codes. The right entity, accounting code, and cost center resolved per line.
Invoice matched against the firm's purchase records and receipts, with per-entity tolerances. Break reasons captured if not.
Written to the right ERP entity with full coding. Document archived with structured filename and audit entry.
What a single invoice used to mean for AP, versus what it means now. The shape of the job is the same; only the exceptions reach a person.
AP hours come back. Close lands on time. Duplicates die at ingestion. And every action — match, post, exception — is timestamped and attributable.
Redeployed onto vendor management and analysis. The team got smaller, the volume kept growing — and close still got faster.
Backlog stopped being the gating item. Close lands on the same date every month — and finance leadership can plan against it.
Caught at ingestion, not after payment. The first quarter alone covered the project cost outright.
Every action timestamped and attributable. Every document archived with a structured filename and fully searchable.
Envyro is a specialized AI agency designing, deploying, and maintaining custom AI agents and pipelines that work in production. We stay on the call as your systems evolve.
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