Close the month without rebuilding the report.
Accounts payable, approvals and month-end reporting connected as one workflow, with every figure traceable to the document and the posting it came from.
Where finance operations lose their time
Finance teams rarely lack process discipline. They lack connection. Invoices arrive in one place, approvals happen in another, the ERP holds the posting, and the report that management actually reads is assembled by hand from all three every month.
- Supplier invoices are re-keyed into the ERP from PDFs and email attachments.
- Approvals are chased over email, and nobody can prove who approved what.
- The month-end pack is rebuilt manually, the same way, every month.
- Committed spend is invisible until the invoice arrives.
What we build
One connected chain from the arrival of a document to the posting in the ledger, and reporting generated from the governed data layer rather than assembled in a spreadsheet.
Read the finance operations case study →- Automated capture and extraction from email, scan and supplier portals
- Validation against supplier master data and tax rules
- Purchase order and goods-receipt matching, with tolerances you set
- Approval routing driven by your delegation of authority
- Posting into the ERP through supported integration, not screen scraping
- Month-end reporting produced from the data layer, with drill-down to source
How it runs
The path a single invoice takes, from arrival to close.
- 01Capture
Documents are collected from the channels suppliers actually use, classified, and queued with their source retained.
- 02Extract and validate
Header and line data are extracted, then checked against supplier master data, tax treatment and duplicate detection.
- 03Match
Two-way or three-way matching against the purchase order and goods receipt, within tolerances finance defines.
- 04Approve
Exceptions and value thresholds route to the right approver with the document attached, and escalate when they age.
- 05Post and report
The posting is written to the ERP, and reporting reads from the governed layer so the number and its evidence stay connected.
What changes once it is running
What finance teams tell us they notice, roughly in order.
Invoices move the day they arrive
Capture and matching happen on receipt rather than in a batch when somebody has time.
Every figure has a lineage
A number in the month-end pack can be traced to the posting, the approval and the original document.
Commitments become visible
Approved but uninvoiced spend is known, which changes what the business can see about its own position.
The close stops being heroic
Reporting is produced rather than assembled, so month-end is a review rather than a rebuild.
How an engagement is shaped
Finance work is sequenced to avoid touching the ledger until everything upstream is proven.
Assessment
Two to three weeks. Invoice volumes, exception categories, current touch time and ERP integration options, returned as a design and an estimate.
Build in parallel
The chain runs alongside the existing process on real documents until finance is satisfied with matching and extraction accuracy.
Cut over and operate
Switch over by supplier group or entity rather than all at once, then optional managed operation of the queues.
Common questions
The things buyers ask before they commit. If yours is not here, it is a good first question for the assessment.
- Which ERP systems do you work with?
- We integrate through supported APIs and interfaces rather than tying the design to one vendor. Frappe/ERPNext, Microsoft, Sage and Oracle-family systems are common. Where an ERP has no usable interface, we say so during assessment rather than building something fragile.
- What about invoices with no purchase order?
- Non-PO invoices are a routing problem, not a matching problem. They go to a policy-driven approval path based on cost centre, value and supplier, with the same audit trail as matched invoices.
- Will this satisfy our auditors?
- The trail records the document, the extraction, the validation result, the approver, the timestamp and the posting reference. Bring your auditor into the assessment — it is easier to design for their evidence requirements than to retrofit them.
- How is tax handled?
- Tax treatment is validated as part of extraction against the rules configured for your jurisdiction and entity. Aidoqo does not provide tax advice; we implement the treatment your finance function specifies.
Bring one month of invoices.
A representative month, including the awkward ones. That is enough to show what the connected chain would do with them.