Invoices arrive in scattered channels
Finance has to check emails, PDFs, supplier portals, drive folders, and chat threads before the real work starts.
Accounts payable automation
Last updated: November 2026
Invoice processing automation for checks, follow-ups and approvals
Your accounts payable software may already hold the invoices, but someone still has to find missing details and chase approvals. Rebotify checks invoice information, flags mismatches and prepares follow-up emails and coding notes. Your finance team reviews the work and keeps control of approvals and payment.
Describe how invoices arrive and where approval slows down. Our team will reply within one business day.
Runs inside
Gmail
Outlook
Google Drive
Xero
QuickBooks
- Bill.com
Slack
Where the work gets stuck
Start with the task that slows your team down.
Choose one recurring task with clear examples and someone responsible for reviewing the work.
Approvers get incomplete requests
The same missing details keep delaying payment decisions and creating back-and-forth.
Exceptions take the most time
Simple invoices are easy; mismatched suppliers, unclear purchase orders, and unusual terms need judgment.
What your team receives
Get invoices ready for approval before finance has to chase them.
Finance staff receive the invoice details and supporting documents together, with missing information and mismatches flagged.
Cleaner invoice intake
Invoices arrive with extracted fields, source files, and missing details already flagged.
Faster approvals
Approvers receive the supplier context, amount, due date, and specific decision needed.
Earlier exception detection
Duplicates, mismatches, changed details, and missing references surface before payment review.
Work in motion
What it looks like when the work is moving.
Week-one outputs. Drafted for review before send.
EXAMPLE · 01
Supplier invoice inbox
Read new supplier invoices, extract fields, identify missing details, and prepare the approval request.
EXAMPLE · 02
Purchase order match
Compare invoice details against a purchase order (PO) or project record and flag mismatches before approval.
EXAMPLE · 03
Month-end cleanup
Summarize stale invoices, missing approvals, and exceptions that need action before close.
Tasks we can help with
What your AI employee can prepare.
01
Invoice intake
The employee reads invoices from email or folders and extracts the fields the finance team actually checks.
02
Validation checklist
Supplier, ABN or tax ID, due date, amount, purchase order, bank details, and missing attachments can be checked before review.
03
Approval packet
Approvers receive a clear summary, source file, prior context, and the specific decision needed.
04
Exception routing
Unclear, duplicate, or policy-sensitive invoices go to the right reviewer instead of sitting in a general inbox.
Human control
The AI employee prepares the work. Your team makes the decisions.
No payment release by default
The first workflow prepares and checks the work; payment actions can remain gated behind existing finance controls.
Duplicate and mismatch flags
The employee can surface suspicious repeats, changed bank details, and conflicting invoice information for review.
Audit-friendly summaries
Each prepared item includes the source document and the checks applied so finance can verify quickly.
When another approach may fit better
- A full accounts-payable platform replacement before the intake workflow is proven.
- Automated payment release without the company’s existing finance controls.
- Invoices where required source data is unavailable or never stored consistently.
What to measure
- Invoices arrive with extracted fields, missing details, and source files attached.
- Approvers receive a clear decision request instead of a messy email thread.
- Duplicates, mismatches, and changed bank details are flagged early.
Controls that make this safe to run.
Invoice automation needs structured data, exception handling, and finance controls before payment is touched.
Safeguards we design around
- Route missing PO, supplier, tax, contract, or reference data as exceptions.
- Keep approvals, supporting documents, and audit trail before any payment step.
- Distinguish native Peppol/eInvoicing from PDF or email intake workflows.
Claim boundary
We do not claim fully touchless payment, universal fast payment, ATO visibility into invoice contents, or guaranteed savings.
Reference point
ATO benefits of eInvoicing
The ATO describes lower processing cost for eInvoices and notes internal checks still apply before payment.
Reference point
ATO eInvoicing technical guidance
ATO guidance describes Peppol eInvoicing as direct structured data exchange between buyer and supplier software.
Reference point
Peppol interoperability framework
OpenPeppol documents the interoperability framework and invoice specifications that support automated processing.
Work scorecard
Which task could an AI employee help with?
Use these four questions to choose a starting task. Send us an enquiry to discuss the cost, risks and approvals it would need.
We’ll discuss whether an AI employee or a person is better suited to the task.
WORK SCORECARD
Four questions about the work, its cost, the result you need and who approves it.
Work
What keeps piling up?
Replies, reports, document requests, checks, approvals or follow-ups your team repeats.
Cost
What does it cost now?
Staff time, manager attention, customer wait time, rework, missed follow-ups, or lost revenue.
Quality
What would make it useful?
More useful drafts, faster replies, fewer errors or clearer information for the next person.
Control
What still needs human approval?
Customer promises, pricing, refunds, legal language, financial decisions, or anything that can damage trust.
Use your answers to discuss the task, pricing and a small first test with our team.
What is invoice processing automation?
Invoice processing automation reads incoming invoices, extracts required fields, checks vendor and purchase-order context, prepares approval packets, and routes exceptions. Payment release should stay behind the company’s existing finance controls unless explicitly approved.
Does QuickBooks or Xero already do this?
Xero and QuickBooks handle the ledger side — coding, GST, and payment. Rebotify adds the layer in front of that: reading a supplier invoice out of an inbox, chasing the missing purchase order, and drafting the approval request with context attached, scoped to the ledger you already run.
What is the difference between AP automation and invoice automation?
Invoice automation focuses on intake, extraction, validation, and approval routing. AP automation is broader: vendor records, purchase orders, approvals, payments, reconciliation, and audit trails. Rebotify usually starts with invoice intake before broader AP change.
Can it prevent duplicate invoices?
It can flag likely duplicates and changed bank details for a human to check, the same kind of control AP automation platforms describe. It is a flag, not a guarantee — the approver still makes the call before anything is paid.
Can AI process invoices without a full AP platform?
Yes, if the first workflow is scoped. An AI employee can read invoices from email or folders, check required details, attach source files, and prepare approval requests inside tools finance already uses.
What should humans still review?
Humans should review payment release, changed bank details, mismatched purchase orders, duplicate invoices, unusual terms, and anything outside the approved finance policy.
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START WITH ONE TASK
Tell us what you need help with. We’ll agree the first task together.
Send an enquiry
Describe how invoices arrive and where approval slows down.
Our team will reply within one business day.