A supplier invoice arrives by email, as an attachment, sometimes as a photo taken on the job site. Someone opens it, reads the number, the date, the amount, the tax and the supplier, finds the purchase order, types all of it into the accounting software, then files the document somewhere it can be found later.
Each invoice takes a few minutes. Volume is what hurts, and this is a task where the error costs more than the time: a transposed amount, a forgotten tax, an invoice paid twice.
This page is about the task. If you want the wider view — which documents an AI can read, how extraction works, what it changes in an accounting department — that is on our service page, “AI invoice and document processing”.
Five chained steps. You can automate only one and keep the rest manual: that is often the right place to start.
Invoices arrive in a dedicated mailbox, or as a photo from a phone. They are recognized, time-stamped and queued, whether they are PDFs, scans or crooked photos.
Supplier, invoice number, date, currency, subtotal, taxes, total, line items. Accuracy is typically 95 to 99 percent on key fields, with human validation above a threshold you set.
The invoice is compared with the purchase order and the receipt: quantities, prices, discrepancies. What matches moves on; what differs is set aside with the gap shown, for a quick decision.
The entry is prepared with the right account, the right tax and the right cost centre, following your rules. It is posted to your accounting software, or held for approval if you prefer to keep that step.
The document is named, filed and retained according to your retention rule, linked to its accounting entry. An invoice can be found by supplier, by number or by amount.
Here is how a day runs once the system is in place. Every step is labelled: done by the AI, or kept by your team.
Invoices received overnight are read and queued. The ones that match a purchase order are ready.
The accounting clerk opens the exception queue: invoices above the threshold, price gaps, new suppliers. She approves or corrects; the correction serves the next invoices.
A foreman photographs a hardware store invoice. It is read, attached to the right project and queued.
Approved entries are posted to the accounting software. Documents are named, filed and linked to their entry.
The owner sees what is payable, what is disputed and what is waiting on an approval. Nothing is sleeping in an inbox.
Quebec SMBs often keep their books in Acomba, QuickBooks or Sage.
A connection is generally possible as soon as your software offers a connection interface; we verify this during the audit. We promise no integration before that check. If there is no interface, we look at exports, dropped files and assisted entry, and we tell you plainly what that changes for the project.
Data is hosted in Canada. When we hand over the system, you receive its Law 25 file: privacy impact assessment, processing register, list of subcontractors and the hosting region of every supplier.
Price range
CA$4,000 to CA$25,000
Timeline
First process in production in 2 to 6 weeks
A project runs between CA$4,000 and CA$25,000. A simple flow — one mailbox, common invoice formats, one entry per invoice: low end of the range. Purchase order matching, several entities, many tax and cost-centre rules: higher up.
The first process is in production in 2 to 6 weeks. We often start with reading and queueing while the entry stays manual: the gain is immediate and the risk is nil.
Typically 95 to 99 percent on key fields — supplier, number, date, amounts, taxes. That is no reason to let everything through unseen: above a threshold you set, a person validates before the entry. The threshold is a setting, and it tightens or loosens based on what you observe.
They go through the exception queue more often. That is normal and intended: an invoice set aside beats an invented amount. During the audit we look at a sample of your real invoices, not at hand-picked examples.
No. It takes the typing away and leaves her the exceptions, the discrepancies and the decisions. That is the part of the work where she adds value, and the part that requires knowing your suppliers.
This page is about one specific task: entering supplier invoices. The service page covers every kind of document an AI can read in a company — contracts, purchase orders, statements, forms. Same technology, different scope.
A connection is generally possible as soon as your software offers a connection interface; we verify this during the audit. We promise no integration before that check. If there is no interface, we look at exports and dropped files, and we tell you plainly what that changes for the project.
The pages on this site that go with this one:
The free AI audit takes 30 minutes. We look at a sample of your invoices, your accounting software and the way you file, then we tell you which step to automate first and what it costs. No commitment.
Calling is the shortest path. By form or by email, we reply within 1 business day. The audit takes 30 minutes and commits you to nothing.