Example bot · Invoice Match Bot
Max, your invoice match bot
Max is an invoice match bot that matches each supplier invoice to its purchase order and receipt, and routes only the exceptions to accounts payable with what does not match. It is an example bot Compass AI builds around the ERP you already run, and AP approves every invoice before it is posted or paid.
Happiest when the PO, receipt and invoice agree.
The work today
The problem it takes off your plate
AP checks every invoice against the PO and the receiving record by hand, and the clean invoices take as long to check as the problem ones.
- Pulling up the PO and the receipt for every invoice
- Price or quantity differences found after payment
- Invoices waiting because nobody can tell what was actually received
Step by step
How Max works
One job, step by step. The last step is always yours.
When an invoice arrives
Reads the invoice
Pulls supplier, PO number, lines, quantities, and prices from the email or PDF.
Invoice by invoice
Runs the three-way match
Compares each invoice to the PO and to what was received in the ERP.
Before AP looks
Sorts the pile
Marks the invoices that match and sets each exception aside with exactly what does not match.
Before anything is paid
You approve
AP approves every invoice before it is posted or paid, including the ones that match.
Same rules for every bot: one job, inside your systems, nothing changes without a person, and a plain-English note on what it did.
Your systems
What it works with
Around the ERP you already run.
The AP inbox
PDF invoices
Reads supplier invoice attachments
Your ERP or accounting system
Purchase orders, receipts, supplier records, and wherever AP posts invoices
People stay in charge
What it never does without you
AP approves every invoice before it is posted or paid, including the ones that match.
Always waits for a person
- Posting an invoice
- Paying an invoice
- Changing a PO, receipt, or supplier record
A person approves anything that changes a record, spends money, or goes to a customer or vendor.
Questions
Questions about Max
No. It matches and sorts. AP approves every invoice before it is posted or paid.
Checking that the invoice, the purchase order, and the receiving record agree on what was ordered, received, and billed.
They are marked as matched and queued for AP to approve. The bot does not post or pay them.
It tries to find the PO from the supplier and line details. If there is no clear match, it flags the invoice for AP instead of guessing.
Let's talk
Want a bot like this in your shop?
Book a 30-minute fit call. Tell us how this work runs today, and we will tell you plainly whether a bot like this fits around your ERP.