Turn supplier invoices, contracts and PDFs into structured data your business can use.

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.

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.

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.

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.

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.

For: SMBs processing 50–500 supplier invoices per month into Xero, MYOB or QuickBooks. Currently entered by hand or via brittle OCR.

What you get: AI invoice capture (Rossum or custom) connected to one accounting platform. Supplier and PO matching. Exception queue with confidence scores. Posting to draft bills. Audit trail.

Timeline: 3 to 5 weeks. Fixed-price after a 15-minute scoping call. First batch of automated invoices typically flows within the first fortnight.

For: mid-size operations (500–5,000 invoices per month) needing structured approval workflows, multi-entity routing or PO matching at scale.

What you get: Invoice capture + approval workflow + PO matching + multi-entity routing + exception handling. Plus initial RAG layer over your supplier-contract library if relevant. Reporting on AP throughput and exception rates.

Timeline: 8 to 12 weeks delivered in stages. Highest-value piece (invoice capture) live inside the first month. Fixed-price.

For: document-heavy operations needing more than AP — RAG knowledge search over thousands of contracts, product master from messy sources, estimating extraction from supplier PDFs, bespoke document types (insurance claims, medical forms, engineering drawings).

What you get: Bespoke document AI platform tuned to your specific document types. RAG layer with citation. Product master deduplication and sync. Estimating extraction pipelines. Custom approval workflows. Compliance audit trail.

Timeline: 3 to 6 months in clearly defined stages. Each stage delivers measurable value before the next begins. Fixed-price per stage, with an ongoing support agreement once live.