Role
Automate invoicing and accounts payable.
Invoicing and accounts payable live on documents. On one side, the service record for your own order. On the other, the supplier invoice that has to match the purchase and the goods receipt. An AI coworker reads those documents, matches them and prepares the draft. Tax judgment, approval and payment stay with the responsible people.
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What the AI coworker takes on in this role.
Collect the records
It gathers the service record, the delivery note and the order data for the case you want to bill. What is missing is listed on the case. A missing quantity or a missing delivery note is not replaced by an assumption. The draft waits until the record is there, or until a person decides otherwise.
Prepare the draft
The invoice draft is prepared in the fields your team fills in today: recipient, line, quantity, link to the order. Terms are taken only from a stored rule or from the order. A value that is neither on the order nor in the rule is not written into the draft.
Read the supplier invoice
A supplier invoice from email or PDF is read for supplier, invoice number, date, currency and lines. Unreadable passages stay open, with the scan beside them. It does not add a line that is not on the invoice, and it does not create a supplier unless you want that.
Match the documents
It places the supplier invoice, the purchase order and the goods receipt side by side, where those documents belong to the process. Differences in quantity, item or terms are marked with both sources. It does not treat the invoice as matched while that comparison is open.
Leave gaps open
Without a purchase order, without a goods receipt or without a readable invoice, the item stays open. It does not move into a payment run, and it does not move into a released outgoing invoice. The missing record and the source that is present stay visible on the item.
Hand it over for release
The checked draft, or the prepared supplier invoice, goes to the person who releases it. The coworker does not approve the invoice, it does not start a payment, and it does not make a tax judgment. The accounts team decides on the prepared documents.
Inside the ERP you already run
The invoice and the accounts-payable entry live in the ERP you already run. In Abacus, Opacc, Bexio and SAP Business One the coworker prepares the fields that are copied off the document by hand today. Access is settled as an interface, a file or a tightly bounded pass through the screens. Permissions and login, and two-factor authentication where it exists, are checked one by one. There is no promise for every finance module. Microsoft Dynamics can be reviewed for the same document flow when accounts works there. The posting stays in the system of record.
Data handling
Invoices, delivery notes, order data and the mailbox supplier invoices arrive in, where you allow this process. The Robotjoy runtime is isolated for each company and operated in Switzerland. The data flow for invoicing is recorded. Your data stays exportable.
Clear boundaries
Tax judgment, release of the outgoing invoice, release of the supplier invoice and payment stay with the responsible people. The coworker assembles the file, shows missing documents and marks differences. It does not replace the person who may approve an invoice and release a payment.
Questions from the work
Short answers.
What does an AI coworker take on in invoicing?
It gathers the service record, the delivery note and the order data, and prepares the invoice draft in the fields your team fills in today. Missing records are listed.
Does it match supplier invoices to the purchase and the goods receipt?
Yes, where those documents belong to the process. Differences in quantity, item or terms are marked with both sources. It does not treat an invoice as matched while that comparison is open.
Does it approve invoices or start payments?
No. Tax judgment, release of the outgoing invoice, release of the supplier invoice and payment stay with the responsible people.
What happens when a document is missing or unreadable?
The item stays open, with the source that is present. A missing quantity is not assumed. Unreadable passages on a supplier invoice are not filled in.
Where does the posting live?
In the ERP you already run: Abacus, Opacc, Bexio or SAP Business One. The coworker prepares fields. There is no promise for every finance module.