AI invoice processing that stops at your approval
Supplier invoices arrive by email as PDFs, scans and photos, each in a different layout. Someone on your team opens every one, types the supplier, amount and due date into a spreadsheet or accounting system, and checks whether it was already received. It is careful work, and it is the same work every day.
hello kai designs, runs and monitors an AI agent that does the preparation: it reads the invoices, extracts the data, checks for duplicates and flags anything missing. Your team receives a clean table and decides what gets paid. The agent never pays, approves or contacts a supplier.
From inbox to an approved invoice list
Suppliers keep emailing the same AP address. Nothing changes for them.
Supplier, invoice number, amount, tax ID and due date are read from each attachment.
Duplicates, missing fields and amounts that differ from the purchase order are flagged, not fixed silently.
You review the table, resolve the open items and approve payment in your own system.
What the agent does
- Reads attachments from the AP inbox, including scanned PDFs
- Extracts the key fields into one table
- Compares each invoice against those already received to catch duplicates
- Flags missing due dates, tax IDs or unclear amounts
- Logs every action so you can see what was done and what is pending
What your team approves
- Which invoices are approved for payment
- How each flagged item is resolved
- Any message sent back to a supplier
- Changes to the review criteria
Typical inputs
- Supplier emails with PDF or image invoices
- Your supplier list and, if available, purchase orders
- The rules your team already uses to approve
Typical outputs
- A review table: supplier, number, amount, due date, status
- A short list of open items with the reason for each
- A log of what the agent did
Frequently asked questions
Does the AI pay or approve invoices?
No. The agent prepares and organizes. Payment and approval always happen in your systems, by a person on your team.
How are duplicate invoices detected?
The agent compares supplier, invoice number, amount and date against invoices already received and flags likely duplicates for your team to confirm. For example, the same invoice sent twice from two different email addresses would be marked for review.
Do we need to change our accounting software?
No. The pilot usually starts from the email inbox and delivers a spreadsheet-style table. Integrations with your accounting system are assessed case by case during the pilot.
What happens when the agent reads something wrong?
Every row goes through your team's review before it counts. Corrections are logged and used to adjust the process.
How do we start?
With a free feasibility diagnosis: we look at a sample of your invoice flow and tell you whether it is worth automating. If it is, we propose a pilot on that one process.
Which bottleneck should
we solve first?
Tell us what is slowing your team down today. We start with one process.