Finance Automation
Stop processing invoices by hand.
Octacer connects intake, extraction, validation, matching, approval, and posting into one controlled workflow that runs from inbox to system of record without anyone re-typing a line item.
01
Intake
Monitors all invoice inboxes and connected storage.
02
Extraction and enrichment
OCR and extraction pull vendor, invoice number, dates, line items, tax, and totals.
03
Validation and matching
Duplicate check across invoice number, vendor, and amount.
04
Routing and exceptions
Clean invoices continue to approval or posting per policy.
05
Posting and update
Approved invoices post to the accounting system or ERP automatically.
06
Archive and confirmation
Every invoice, decision, and approval is logged with a timestamp and the responsible person.
Connects to the systems you already run
Today, by hand
- 1Someone checks multiple inboxes (AP, shared, individual) and downloads every invoice PDF.
- 2A clerk opens each PDF and types the vendor name into the accounting system.
- 3The invoice number, date, and totals are keyed in manually.
- 4Line items are copied from the PDF into the system, one row at a time.
- 5Someone hunts through POs and delivery notes to check whether the invoice matches what was ordered and received.
- 6Duplicate invoices get flagged — if anyone happens to notice the same number arriving twice.
- 7Approval requests go out by email, with attachments, and sit in someone's inbox while the invoice waits.
- 8The approved invoice gets posted to the ERP, and the audit trail lives in scattered emails and local folders.
This isn't a document problem. It's a coordination problem.
The operating rule
Confidence decides the path
High confidence + valid data → update the system and keep an audit record.
Low confidence or an exception → route the full context to a reviewer.
Nothing posts blindly. Once a person resolves the exception, the same workflow continues.
Where it breaks
Invoice data typed into the ERP
Result:data-entry errors that flow straight into the ledger.
PO matching done by eyeballing spreadsheets and PDFs
Result:mismatches slip through and become payment disputes.
Duplicate invoices spotted only when someone remembers seeing the same number
Result:overpayments and reconciliation headaches.
Approval emails that get buried
Result:invoices stall, and nobody can say why.
Waiting on one approver while the invoice sits
Result:late payments and missed discounts.
ERP posting requiring repetitive manual entry
Result:hours of keystrokes per week with no value added.
Audit documentation scattered across inboxes, local drives, and printed copies
Result:painful quarterly and annual reviews.
Vendor details re-keyed against outdated records
Result:payments sent to wrong accounts or stale entities.
What Octacer automates
Invoice intake
- Monitors multiple mailboxes and folders.
- Captures attachments and emailed invoices.
- Deduplicates files at the point of arrival.
Document intelligence
- OCR and field extraction (vendor, number, dates, line items, tax, totals).
- Line-item capture without manual entry.
- Handling of multi-page and scanned documents.
Vendor and value validation
- Vendor matching against the master file.
- Duplicate detection by vendor, number, and amount.
- Tax and currency validation against policy.
Matching
- PO matching with receipt and shipment data where available.
- Three-way matching against purchase order and goods receipt.
- Variance rules that trigger exception review only when needed.
Approval routing
- Threshold-based routing: below limit auto-approves, above limit goes to the right person.
- Approval chains built on policy, not on forwarding emails.
- Status visibility for every invoice in the queue.
Exception handling
- Exception queue for over-PO, missing PO, supplier mismatch, duplicate number, unexpected currency, tax discrepancy, incomplete invoices, high-value payments, and invalid bank data.
- Each exception carries context: the extracted data, the rule that flagged it, and the documents involved.
- Resolved exceptions feed back into the workflow automatically.
ERP and accounting integration
- Posting to QuickBooks, Xero, Sage, NetSuite, SAP, Microsoft Dynamics, Odoo, and custom financial systems.
- GL coding and vendor updates without manual entry.
- Payment-status workflows that keep the ledgers aligned.
Operational visibility
- Audit logging for every action, decision, and approval.
- Dashboards showing invoice volumes, cycle times, exception rates, and bottlenecks.
Not every invoice should be processed automatically.
- High-confidence invoices — clean extraction, validated vendor, matches within tolerance — auto-approve and post without human touch.
- Exceptions route to a person with full context: the extracted data, the rule that flagged it, and the supporting documents.
- Once the reviewer resolves the exception, the invoice continues through the workflow rather than restarting from step one.
Before & after
Before
Manual coordination
- 01A/P clerk checks five inboxes for invoices.
- 02Clerk downloads and opens each PDF.
- 03Vendor details typed into the accounting system.
- 04Invoice fields and line items keyed manually.
- 05PO check done by comparing printouts or switching between screens.
- 06Approval email sent with PDF attached, then a follow-up, then a chase.
- 07Clerk re-checks whether approval has come back.
- 08Invoice typed into the ERP.
- 09Audit trail scattered across emails and local folders.
After
A controlled workflow
- 01Invoice arrives in any connected inbox or folder.
- 02System captures the file and extracts the data.
- 03Vendor, duplicates, tax, and values are checked automatically.
- 04PO and receipt matching runs against live records.
- 05Clean invoice auto-posts or routes to the right approver.
- 06Exceptions appear in a queue with context, not in an email thread.
- 07ERP is updated, archive is complete, and the supplier gets confirmation.
- 08Anyone can see the status of any invoice in seconds.
Systems we connect
Accounting
- QuickBooks
- Xero
- Sage
ERP
- NetSuite
- SAP
- Microsoft Dynamics
- Odoo
- Gmail
- Outlook
Storage
- SharePoint
- shared drives
- document management systems
Custom financial systems
- via API or integration adapters
Don't see your system? If it exposes an API, database, or reliable export, we can usually connect it.
Recommended
Good fit
A repeatable workflow with enough volume to justify automation.
- 01You receive more than a few hundred invoices a month across multiple inboxes.
- 02A/P staff spend several hours per week on data entry and chasing approvals.
- 03You have no consistent view of why invoices are blocked or how long they take.
- 04Your audit trail lives in emails and local files instead of one searchable log.
- 05You have POs or purchase data you want to match invoices against but don't have a reliable way to do it.
Set expectations
Not a fit
Some workflows need a different starting point or a human decision first.
- 01You process fewer than a few dozen invoices a month and have no growth on the horizon.
- 02Your invoicing is fully centralized and already paid automatically by your ERP.
- 03You have no interest in structured approval routing or threshold-based authorizations.
- 04You are looking for a standalone OCR tool rather than a controlled workflow with exception handling and auditability.
Frequently asked questions
Matching runs only where PO data exists. Non-PO invoices go through vendor validation, duplicate checks, and rule-based approval routing instead of being held up by a missing match. The workflow adapts to the data you actually have.
Low-confidence invoices do not auto-post. They route to a review queue with the extracted fields flagged, so a person corrects only what the system got wrong — not the whole document. You never get a silent mispost from a bad read.
Yes. Octacer integrates with QuickBooks, Xero, Sage, NetSuite, SAP, Microsoft Dynamics, Odoo, and custom financial systems. There is no rip-and-replace; the workflow sits on top of your existing system of record and posts through it.
Authorized users can review and approve exceptions, adjust extracted fields, and push an invoice through manually when policy allows. Every override is logged, so you keep control without losing the audit trail.
The queue shows every blocked invoice with the reason it was flagged, the extracted data, and the relevant documents. One person can work through exceptions in minutes, and resolved cases rejoin the workflow automatically instead of getting stuck in email limbo.
Map one invoice processing automation workflow
The review maps the workflow, finds the constraint, and tells you the first system worth building.