Integration Hub · AI Documents

AI Invoice Processing Services Australia

AI invoice capture, document extraction, RAG knowledge search and estimating support — wired straight into the accounting platform, inventory system and approval workflow your business already runs on.

AI invoice processing services in Australia — AP automation services and AI document extraction that stop AP being half a person's full-time job, contracts being searched folder-by-folder, and estimators spending two days copying numbers from PDFs.

AI Document & Invoice Hub fixes the document-shaped gap between the world (PDFs, scans, emails, spreadsheets) and the systems that need structured data. Fixed-price, staged delivery, first results inside the first month.

Book a 20-min scoping call Call 0425 531 127
  • 70–90% AP processing time saved
  • 95–99% Typical extraction accuracy
  • Your tenancy Available — data stays in your environment
  • AU-wide Perth-based · servicing Australia
  • Fixed Price scopes, no surprises
  • Connects Xero · MYOB · NetSuite · Rossum · Cin7
Document & Invoice AI

AI invoice processing services and AP automation platforms we build

AI document extraction services, accounts payable automation services and Rossum integration services — wired into Xero, MYOB, NetSuite and your approval workflow. Off-the-shelf where it fits; custom when it doesn't.

How it runs

How AI invoice processing services get delivered, end to end

Three stages, fixed-price. Our AI document extraction services parallel-run against your live AP and document flow before cutover — delivered personally by the founder, with your accounting platform untouched until go-live.

  1. Week 0

    AP & Document Workflow Audit

    15-minute scoping call. We map your AP workflow, AI extraction tool (Rossum, Dext, Hubdoc or custom) and the downstream systems (Xero, MYOB, NetSuite, Business Central) the structured data must land in. Fixed-price quote inside 48 hours.

  2. Weeks 1–N

    Build & Parallel-Run

    Integration built in a sandbox and parallel-run against live supplier invoices. Every GST code, PO match and approval workflow validated before production. No risk to live ledgers.

  3. Cutover

    Go-Live & Handover

    Production cutover on a planned window — typically a weekend. Team training, monitoring active, 30 days post-launch support. Documentation and source code handed over in full.

Founder profile

Kasun Wijayamanna

Founder · Perth, WA · Started HELLO PEOPLE in 2008

18+ Years running HELLO PEOPLE

Founded in 2008. Two decades of technology-driven business transformation across Australia.

100+ Projects delivered

Startups to government agencies across mining, healthcare, legal, education and more.

HDR Researcher · Curtin University

Postgraduate research in Artificial Intelligence and Retrieval-Augmented Generation (RAG).

MBA Oil & Gas

Deep technical expertise combined with strong business and financial acumen.

Perth Based in WA

Serving businesses across Western Australia and nationally.

AU+TH International experience

Professional background in Bangkok, Thailand before migrating to Perth.

PHF Paul Harris Fellow · Rotary

Former President of Rotary Club of Booragoon. Over a decade of community service.

Read the full bio — research, career, community involvement and how HELLO PEOPLE runs projects.

See full founder page
What we build

Five AI invoice processing services and AI document extraction workflows

Each tab is a distinct engagement inside our AI invoice processing services offering. AP automation is the most common entry point; RAG knowledge search, product master cleanup, structured approvals and estimating support extend the platform as the document landscape grows.

AI invoice capture wired straight into your accounting platform

What gets captured. Supplier name, ABN, invoice number, invoice date, due date, line items, line-item GST, totals, tax invoice flag. Plus your specific custom fields — project codes, cost centres, purchase-order references.

How it gets there. Suppliers email invoices to a dedicated address (or upload via a portal). The AI extracts fields, matches against supplier and PO records, stages a draft bill in Xero, MYOB or NetSuite. AP reviews the exception queue (typically 5–10% of volume), not the routine.

What changes for the team. Processing time drops 70–90%. Late-payment fees disappear. Suppliers get paid on time. AP clerk moves from data entry to exception handling and supplier relationships — the work that actually requires a person.

One clean product master from five messy sources

The sources. Supplier catalogues (PDF, CSV, web). POS exports. Online-store product lists. Inventory system dumps. Spreadsheet imports. All in different formats, with different field names and inconsistent descriptions.

The work. AI parses each source, normalises the schema (brand · family · size · colour · variant · SKU), clusters near-matches that are actually the same product, and flags the edge cases for human review. We push the clean master back into your inventory and online platforms.

What the business gets. Accurate stock levels. Sales reports that aggregate by real product, not five duplicates. Margin analysis you can trust. New-supplier onboarding in hours instead of weeks.

Staff ask questions; the documents answer

The library. Contracts, policies, SOPs, maintenance manuals, training material, project files. Anything in PDF, Word, PowerPoint or scanned form. Stored in SharePoint, Google Drive, Dropbox or a custom DMS.

The capability. Staff ask plain-English questions ("what is our remediation obligation under the Acme contract?"). The AI answers from the documents and shows the source paragraph with a deep link to the original document. RAG (retrieval-augmented generation) — the AI cannot hallucinate beyond what is in the documents.

Where it helps most. Customer support reading from policy. Field teams reading from SOPs. New starters during onboarding. Compliance teams under audit. Sales teams pulling capability statements from past proposals.

Structured approvals that finish in hours, not days

The routing. Invoices route to the right approver based on supplier, project, amount, cost centre or your custom rules. PM approves jobs invoices on the mobile app from site. Manager approves consumables on email. Director approves above-threshold amounts.

The escalation. Invoices not actioned within the SLA escalate automatically — to the deputy, then to the manager. No more invoices forgotten in someone's inbox during annual leave.

The audit trail. Every approval, rejection, comment and route captured against the invoice. When the auditor asks "who approved this and when?", the answer is one click away — not a half-hour archaeology dig through email folders.

Estimating from supplier PDFs in minutes, not days

For who. Construction, engineering, fabrication, electrical contracting, mechanical services — any business where estimates are built from supplier price lists, drawing schedules and structured spec documents.

What gets extracted. Line items with quantities, units, prices and notes. Drawing-schedule items linked back to the drawing reference. Supplier-specific assemblies. Discount and bracket pricing applied per supplier.

What changes. The estimator stops being a data-entry clerk and starts being an estimator. Estimate turnaround drops from days to hours. Win rate lifts because faster quotes win more. See AI Estimating Software for the deeper capability page.

AI invoice capture dashboard with extracted fields and confidence scores
Data quality dashboard showing product master cleanup
Document knowledge search interface showing source paragraph references
Structured approval workflow showing routing, escalation and audit trail
AI estimating engine extracting line items from supplier PDFs into a structured quote
AI invoice processing dashboard showing extraction throughput and exception queue
Case study

AI invoice processing for a high-volume distributor

A national distributor processing 8,000+ supplier invoices a month across three entities and four ERP destinations. We wired AI extraction (custom-tuned on their supplier mix) into MYOB Exo and NetSuite, with PO matching, structured approval routing and a real-time exception dashboard. AP processing time dropped from a full week per cycle to a working day; the AP team moved from data entry to supplier-relationship work.

Read the full case study
8,000+ Invoices per month processed
85% Reduction in AP processing time
98% Extraction accuracy after tuning
<2% Exception rate after first quarter

We were processing 200 supplier invoices a week by hand. AP was permanently behind, suppliers were chasing for payment, late-payment fees were a line item. HELLO PEOPLE deployed AI extraction tuned to our top 30 suppliers in the first six weeks, then rolled out to the long tail. The AP clerk moved off data entry within two months — she now manages supplier relationships and resolves the genuine exceptions. Late-payment fees disappeared in the first quarter.

Financial Controller Mid-market Australian distributor, Sydney
How It Works

How an AI document & invoice project runs

Every engagement is different, but the delivery structure stays consistent.

Discovery & scoping

15-minute scoping call. We map your document types, volumes, current tools, and the specific approval workflow. Fixed-price quote inside 48 hours.

Design & mapping

Extraction blueprint: fields, tolerances, approval routing rules, and how the structured data lands in accounting or ERP. Documented before any code is written.

Build & parallel-run

Extraction pipeline built in a sandbox and parallel-run against your live document flow for two weeks. Accuracy, exceptions and approvals validated before production.

Launch & handover

Production cutover on a planned window. Team training, monitoring active, 30 days post-launch support. Documentation and source code handed over in full.

FAQs

Common questions about AI Document & Invoice Hub

What are AI invoice processing services?

AI invoice processing services use machine-learning models to extract supplier, line-item, GST and PO data from PDF, scanned or emailed invoices, then post the result as a draft bill in your accounting platform. HELLO PEOPLE delivers AI invoice processing services in Australia wired into Xero, MYOB, NetSuite, Business Central and QuickBooks — not as a standalone tool. The AP team reviews exceptions, not every line.

How much do AP automation services cost in Australia?

Every AP automation services project is fixed-price scoped after a free 15-minute call — no hourly billing. A Starter Hub (one accounting platform, 50–500 invoices per month) is the smallest engagement; an AP Automation Hub with structured approval workflows and multi-entity routing is the mid-tier; a Custom AI Document Platform covering RAG, product master and estimating is the largest. Cloud and API costs (Rossum subscription, AWS usage) are billed at cost separately.

How long does an AI invoice processing project take?

Typical AI invoice processing services projects run 3 to 5 weeks for a Starter Hub, 8 to 12 weeks for full AP automation with approval workflows, and 3 to 6 months in defined stages for a custom AI document processing platform. First batch of automated invoices typically flows within the first fortnight regardless of package size.

We already tried Rossum, Hubdoc or Dext — how are your AI document extraction services different?

Off-the-shelf tools do good extraction but the value comes from what happens next — matching to the right supplier and PO, routing to the right approver, posting cleanly into accounting, handling exceptions intelligently. Our AI document extraction services wire the AI directly into your Xero, MYOB or NetSuite workflow rather than leaving it as a standalone tool. The team that previously used Hubdoc as a glorified export step gets a connected accounts payable automation workflow.

Do you offer Rossum integration services for Xero and MYOB?

Yes — Rossum integration services are one of our most common engagements. We deploy Rossum tuned to your supplier mix and wire the extracted invoice data straight into Xero, MYOB, NetSuite or your custom ERP with correct GST codes, tracking categories and PO references. Exceptions queue for human review; the routine 80% flows through automatically.

Which accounting platforms do your accounts payable automation services support?

Xero, MYOB (AccountRight, Business, Exo), NetSuite, Dynamics 365 Business Central, QuickBooks, SAP, Odoo and Concur. Our accounts payable automation services also support custom ERP destinations via API. Multi-entity setups, tracking categories and tax codes are handled per your specific configuration.

Will the AI make mistakes that cost us money?

No — every extracted field gets a confidence score. Fields below your threshold go to an exception queue for human review before anything posts; fields above the threshold post as drafts that AP confirms before hitting the live ledger. Combined accuracy on properly-tuned setups is typically 95–99% on the routine 80% of supplier invoices, with the long tail flagged for human review.

Can sensitive documents stay inside our network?

Yes. As an AI document processing company that services regulated industries (government, health, legal), we routinely deploy AI extraction in your own AWS or Azure tenancy where data never leaves your control. Standard cloud deployments use encryption, access controls and full audit trail. The RAG knowledge-search layer is particularly often deployed inside the client tenancy.

Scope your AI invoice processing services project

Tell us your supplier invoice volume per month, your accounting platform (Xero, MYOB, NetSuite, Odoo), and whether the work is AP automation, AI document extraction, RAG knowledge search or product cleanup. We will respond with a scoped AI invoice processing services recommendation and a fixed-price quote.

Prefer a quick chat? Call 0425 531 127. We answer the phone in Perth.