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AP Bookkeeper · Production · v2.4

Automate accounts payable — invoice in, GL posted in 90 seconds.

AP is the same process at every company: an invoice arrives, someone opens the PDF, matches it to a PO, codes it against the chart of accounts, posts it to QuickBooks or Xero, and files it. It takes 3–5 minutes per invoice and 40+ hours a month at moderate volume. Our bookkeeping agent does the whole loop in 90 seconds — and escalates only what needs human judgment.

monthly loss @ 400 invoices
40 hrs
avg cost per invoice in-house
$12
typical AP error rate
3.2%
avg PO-match delay
5 days
Book a $0 outcome audit →See the Bookkeeping agent
Before · After

Your accounts-payable process, redrawn.

Before

Manual AP: 8 steps, 3 humans, 3 days

  1. 01
    Invoice arrives in shared inbox
    👤 Inbox owner · ⏱ 0 min
  2. 02
    Forward to AP clerk
    👤 Inbox owner · ⏱ 5 min
  3. 03
    Open PDF, extract fields manually
    👤 AP clerk · ⏱ 4 min
  4. 04
    Search ERP for matching PO
    👤 AP clerk · ⏱ 3 min
  5. 05
    Determine GL account, class, tax
    👤 AP clerk · ⏱ 2 min
  6. 06
    Post to QuickBooks / Xero
    👤 AP clerk · ⏱ 2 min
  7. 07
    Route for approval if over threshold
    👤 Controller · ⏱ 1 day
  8. 08
    File the PDF, mark done
    👤 AP clerk · ⏱ 1 min
Total time
3 days
Handoffs
4
Humans
3
After · with rpa-automate

Agentic AP: 3 steps, 1 approval, 90s

  1. 01
    Invoice arrives → agent extracts fields via Claude vision
    🤖 Bookkeeping agent · ⏱ 8 sec
  2. 02
    RAG match against vendor history, PO records, prior GL coding
    🤖 Bookkeeping agent · ⏱ 12 sec
  3. 03
    Post to QuickBooks / Xero with GL, class, tax — or escalate variance to WhatsApp
    🤖 Bookkeeping agent · ⏱ 60 sec
Total time
90 seconds
Handoffs
1
Humans
1
ROI · accounts-payable

Do the math with your numbers.

invoices
$
In-house monthly cost
$4,800
400 × $12
With rpa-automate
$200
400 × $0.50 / invoice
You save
$4,600
96% cheaper / month

Assumes linear scaling and no ramp-up. Real deployments hit steady-state around week 3–4.

FAQ

What if the agent codes an invoice to the wrong GL?

Anything below 90% match confidence against your vendor history is escalated to WhatsApp with the proposed coding pre-filled — you tap approve or edit. Above 90% confidence auto-posts. Corrections feed back into the RAG index. In practice, override rate settles around 1–2% after week 3.

Does it handle 3-way matching (invoice → PO → receipt)?

Yes if you use PO + receiving in QuickBooks or Xero. Configurable tolerance (default 2% price variance, 5% quantity). Non-matches escalate as an exception, not a bad post.

What ERPs are supported?

QuickBooks Online, Xero, Sage Intacct, Bill.com. NetSuite in Q3 2026. Custom ERPs via webhook — the agent posts a JSON payload; your finance ops team wires it once.

Will it post duplicates?

No. Deduplication runs on invoice_number + vendor + amount + date. Duplicates are dropped without a charge — you never pay for a re-run.

What about approval workflows?

Anything above your controller's threshold routes to WhatsApp / Slack / email approval (your choice). Approval is captured in the hash-chained audit log. You can also set purely time-based holds (e.g., 'never post over $10K without 24hr review').

Ready to redraw accounts payable?

A $0 outcome audit takes 3 minutes. We'll model your monthly savings against your real volume — and show you what week-one looks like.

Book the audit →How exceptions work