Receipt and filing
Invoices organized by vendor and month.
Automated vendor invoice processing
We automate the receipt and processing of your vendor invoices: the workflow picks them up from email, reads the e-invoice XML or the PDF, validates the data against the purchase order, requests approval from the person in charge, and enters them into your accounting software. Accounting stops keying in data and focuses on reviewing exceptions.
Updated:
- Invoices entered without manual data entry
- Validation against purchase orders
- Approvals with full traceability
Accounts payable in order
900+ projects delivered
What automated invoice processing includes
From the invoicing inbox to the accounting entry.
Receiving
- Reading of the e-invoicing inbox.
- Download and filing of XML and PDF files.
- Identification of the vendor and document.
Validation
- Matching against the purchase order and receipt.
- Review of amounts, taxes, and withholdings.
- Duplicate detection.
Approval and entry
- Approval by the person in charge via email or phone.
- Entry into your accounting software.
- Notification to the vendor on their invoice status.
Invoices processed manually or automatically
Vendor invoices are among the most repetitive tasks in accounting.
| Aspect | Manual process | Automated process by PACOWEB |
|---|---|---|
| Receiving | Downloading attachments one by one. | Automatic receipt and filing. |
| Data entry | Copying amounts into the accounting software. | Automatic entry. |
| Control | Frequent errors and duplicates. | Validations before entry. |
| Vendors | They call to ask about their payment. | They get status updates automatically. |
How many vendor invoices does your company receive each month? Let’s see how much time you can save.
What can be automated in invoicing
In stages, based on your volume.
Reading of non-electronic supporting documents
Bills and receipts read with AI.
AI document processingApprovals
Approval workflow based on amount and department.
Vendor portal
Vendors who submit and check on invoices themselves.
Vendor portal developmentHow we automate your invoices
We start with the process that takes up the most of your time, automate it, measure the savings, and move on to the next one. No never-ending projects.
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Step 1: Process mapping
We look at how the task is done today, who does it, how long it takes, and which tools it lives in.
You: walk us through the process step by step
You get: a process map and the current time spent -
Step 2: Workflow design
We define triggers, rules, exceptions, and the points where a person steps in.
You: validate the rules and exceptions
You get: a diagram of the automated workflow -
Step 3: Build and testing
We build the workflow with test data and run it alongside the manual process.
You: review the test results
You get: an automation working in testing -
Step 4: Go-live
We activate the workflow, set up error alerts, and train whoever supervises it.
You: appoint an internal owner
You get: a live workflow and an operations guide -
Step 5: Measurement and fine-tuning
We compare time spent and errors before and after, and fine-tune as needed.
You: report special cases to us
You get: a savings report and adjustments
Invoice processing by industry
Companies with many vendors.
Hotels and restaurants
Daily food and supply vendors.
Construction
Invoices by project and cost center.
Accounting firms
Invoice processing for multiple clients.
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Invoice processing automation FAQ
Does it work with PDF invoices or invoices sent by email?
Yes, we read the structured XML of the electronic invoice, which is the most accurate source.
Which accounting software does it integrate with?
With any that offer an API or file import, such as QuickBooks, Xero, NetSuite, or SAP, among others.
What about invoice events (receipt acknowledgment, acceptance)?
We can automate alerts and tasks so your team handles the events on time in your platform.
Does it work for multiple companies or legal entities?
Yes, each invoice is routed according to the receiving company.
What else is invoice processing automation called?
It’s also known as accounts payable automation, automatic receipt of electronic invoices, or accounting automation. It’s related to OCR, data extraction, invoices, automated reports, and e-signatures, topics we review with you when your project needs them.
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Get a quote for automated invoice processing
Tell us how many invoices you receive each month and which accounting software you use.
- 1You contact us through the form or on WhatsApp.
- 2We talk about your business and what you need.
- 3You get the proposal in writing, with scope, timeline, and price.
Request your proposal
We reply during business hours (Bogotá time, UTC-5), usually the same day.
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