Days to process one invoice
5.6× fasterBest-in-class
3.1 days
Everyone else
17.4 days
Finance automation of any complexity, inside your own Microsoft 365
Finance that
runs itself.
We capture the invoice, route the approval, post it, prepare the payment run, reconcile the bank and book the FX difference. One flow, built on SharePoint and Power Automate in your own tenant. Your team only touches the exceptions.
Free · 30 minutes · Tue–Thu, 10:00–16:00 CET
01 InvoiceInvoice 02 ApprovalApproval 03 PostingPosting 04 PaymentPayment 05 ReconciliationReconcile 06 FXFX
Built on what you already own
- SharePoint
- Power Automate
- Power Apps
- Dataverse
- AI Builder
- Teams
- Outlook
- Your ERP
- Your bank
Not on Microsoft? We also build on other tools and tell you honestly which one fits.
The problem, in numbers
3.1 days or 17.4.
Same invoice.
Best-in-class AP teams process an invoice in about three days. Everyone else takes more than two weeks and pays almost five times as much for it. Most of that gap is manual work a flow can do.
Cost to process one invoice
79% cheaperBest-in-class
$2.65
Everyone else
$12.42
Source: Ardent Partners, State of ePayables 2025. Best-in-class compared with all other AP organisations surveyed.
How it works
One flow.
Six steps.
Most AP automation stops once the invoice is posted. The work doesn’t. We automate the whole loop and keep every control in it.
-
01 Invoice
The inbox reads itself.
A flow watches the AP mailbox. AI reads every PDF (vendor, VAT ID, number, dates, currency, amounts) and scores its confidence in every field. Anything below the threshold goes to a person.
AI capture · confidence per field
-
02 Approval
One tap in Teams.
The vendor is matched to master data: VAT ID first, then IBAN, then name. The approver gets the PDF and the data side by side in Teams or Outlook. Every decision is logged.
Vendor match · approval card
-
03 Posting
Booked without typing.
Approved invoices go to your ERP through its import format or API. They arrive coded and VAT-split, archived with the full audit trail.
ERP posting · archive
-
04 Payment
Payment runs, prepared.
Due invoices are grouped by due date and currency into a payment proposal. A person releases it. Then the flow sends the batch to the bank.
Proposal · human release · bank file
-
05 Reconciliation
Statements tick themselves off.
The bank statement comes back. Each line is matched to its payment by amount, reference and IBAN, and the open item closes. Only real differences reach your team.
Statement matching · open items
-
06 FX
Rates on record.
When the rate on payment day differs from the rate on the invoice, the realized gain or loss is calculated and booked. Both rates stay on record for the auditor.
Realized FX · both rates stored
Your team only touches the exceptions. Everything else runs.
How it looks
The approval,
up close.
This is what your approver gets in Teams or Outlook: the PDF on one side, the data and the coding on the other. One tap, and the decision is on record. Try it.
Chat · APClerk Approvals Inbox · Approval needed: invoice KTP-26-10418, €12,480.00
APClerk Approvals sent an approval request · 09:16 To: S. Bakker · Today 09:16
1 The invoice
Kempen Truck Parts B.V.Industrieweg 41 · 5531 AD Bladel
INVOICE | Brake pad set, heavy duty × 24 | 4,476.00 |
| Air filter, engine and cabin × 40 | 1,550.00 |
| LED tail light assembly × 12 | 2,578.80 |
| Fleet service labour | 1,709.25 |
Net10,314.05VAT 21%2,165.95Total EUR12,480.00
IBAN NL91 ABNA 0417 1643 00 · VAT NL862145390B01
Kempen Truck Parts B.V.
€12,480.00
Due 11 Nov 2026 · Invoice KTP-26-10418
Vendor matched · VAT ID IBAN verified
2 Read by AI, with confidence
- Vendor
- Kempen Truck Parts B.V.
- 99%
- VAT ID
- NL862145390B01
- 98%
- Invoice no.
- KTP-26-10418
- 99%
- Invoice date
- 12 Oct 2026
- 98%
- Due date
- 11 Nov 2026
- 97%
- IBAN
- NL91 ABNA 0417 1643 00
- 97%
3 Coding, pre-filled
LineGL accountCCVATAmount
Brake pad set, heavy duty × 244610 Vehicle parts410V214,476.00
Air filter, engine and cabin × 404610 Vehicle parts410V211,550.00
LED tail light assembly × 124610 Vehicle parts410V212,578.80
Fleet service labour4620 Maintenance labour410V211,709.25
Net · VAT 2,165.95 · Total 12,480.0010,314.05
Suggested from the last 12 invoices of this vendor · your limit €25,000 · you own cost center 410
4 On the record
- Received from invoices@kempen-truckparts.example
- 11 fields extracted · lowest confidence 96%
- Matched to V-10021 on VAT ID · IBAN verified
- Approval requested from S. Bakker (cost center 410)
1
The invoice, right there
No hunting through mailboxes or shared drives. The original PDF travels with the request.
2
Data with a confidence score
We show what the AI read and how sure it is. Anything under the threshold was already checked by a person.
3
Coding, already done
GL account, cost center and VAT code per line, learned from the vendor’s history. The approver checks instead of typing.
4
Every decision on record
Who approved, when, from where, with which comment. Ready for the auditor without a single screenshot.
Interactive demo
Don’t take our word.
Run it.
Meet Northwind Logistics, a made-up company with four invoices waiting. Drop one into the AP inbox and follow it to the reconciled payment. The flow does the work; you make the human calls.
Try them all. The USD invoice needs a review and books an FX loss. The PLN one books a gain. Lumen Fleet is a brand-new vendor. Reject one to see the exception loop.
Everything here is fictional and runs in your browser. No data leaves the page.
Features
Everything we automate.
End to end, or one piece at a time. Built on SharePoint, Power Automate, Power Apps, Dataverse and AI Builder. Or on other tools, when Microsoft isn’t your stack.
Capture
- AI invoice capture We read PDFs, scans and e-mail bodies, header and lines, with a confidence score on every field.
- Review queue Fields under your threshold go to a person. Everything else goes straight through.
- Duplicate detection We stop the same invoice twice: number, vendor, amount and date.
- E-invoicing ready We take structured UBL / Peppol invoices alongside PDFs, so e-invoicing mandates find you ready.
Vendors
- Vendor matching VAT ID first, then IBAN, then name. The right vendor is found even without a PO.
- Vendor onboarding with approval VAT and register checks, bank-account confirmation and a second approver before a new vendor goes live.
- Bank-detail change control A changed IBAN never pays out until it is verified and approved.
Coding & approval
- Coding rules GL account, cost center and VAT code per line, learned from vendor history, the PO or the line text.
- Approval routing By cost center, amount, entity and vendor, with limits, two-level approvals and substitutes.
- Approvals in Teams and Outlook PDF and data side by side. Approve, reject or comment in one tap.
- Reminders and escalations Nothing waits unnoticed: reminders after 24 hours, escalation after 48. You set the rules.
- Exception queues Rejected, unmatched or unclear items land in one queue, with the reason attached.
Posting
- ERP export and posting Through your ERP’s import format or API: coded, VAT-split, archived.
- VAT handling Domestic VAT, reverse charge and EU acquisitions booked the way your accountant expects.
- Multi-entity, multi-currency Several companies, currencies, ERPs and bank accounts in one flow.
- Archive PDF, extracted data and every decision stored together, for as long as your policy says.
Payments
- Payment proposals Due invoices grouped by date, currency and bank account, ready for review.
- Human release, dual control The flow prepares the run. People release it, two of them if you want.
- Bank files SEPA pain.001 and the formats your bank accepts.
Reconciliation & FX
- Bank reconciliation camt.053 or MT940 statements matched by amount, reference and IBAN. Open items close themselves.
- FX gains and losses Realized differences calculated and booked, with both rates on record.
- Rates on record ECB or your bank’s rates, captured with every foreign-currency booking.
Operations
- Monitoring and retries Every run logged. Failures retried automatically and alerted to the right person.
- Dashboards and reporting Cycle time, touchless rate, exceptions and hours saved, in Power BI or a simple report.
- Manuals and training Admin and end-user guides, plus hands-on training for your AP team, approvers and admins.
- Any complexity PO and non-PO invoices, intercompany, multi-level approvals, several ERPs and banks.
Security & trust
Built inside your walls.
Owned by you.
- 01
Your data never leaves your company.
Everything runs inside your own Microsoft 365 and Power Platform tenant. Invoices, extracted data, approvals and logs are processed and stored there. Not on our servers, not on any third-party platform.
- 02
No lock-in. You own it all.
We build in your environment, on your licences. Flows, apps, configuration and documentation are yours from day one. Nothing depends on us to keep running. Maintain it yourself, or with anyone you choose.
- 03
People release money.
Automation never removes a check. It makes checks cheaper to run. The flow prepares every payment run, down to the bank file. A person releases it. Always.
Every control, listed.
What we build into every flow, by default.
- In your tenant Flows run in your Power Platform environment; files stay in your SharePoint or Dataverse.
- EU data, GDPR Your tenant’s region applies: for EU tenants, data stays in EU datacenters. We work under a data processing agreement.
- No model training Documents are read by Microsoft AI services under your tenant’s terms. Your invoices are not used to train models.
- Role-based access Each person sees and does only what their role needs: AP, approver, controller, treasury, admin.
- Segregation of duties Whoever enters a vendor can’t approve its invoices. Whoever approves can’t release the payment.
- Four eyes on master data New vendors and changed bank details need a second person before they are used.
- Dual control on payments Payment runs are prepared by the flow and released by people. One or two, your rule.
- Full audit trail Every step logged: who, what, when, from where, with which comment. Ready for the auditor.
- Least-privilege connections Dedicated service accounts with only the permissions each flow needs. No personal accounts in production.
- Secrets kept out of flows Credentials live in secure environment variables or a key vault, never inside a flow.
- Data loss prevention Connector policies block data from leaving approved services. Separate test and production environments.
- Encrypted end to end Microsoft 365 encrypts your data in transit and at rest. Bank files never travel by e-mail.
- Retention you set Logs, documents and decisions are kept for exactly as long as your policy and the law require.
- Monitoring and alerts Failed runs are retried, alerted and queued. Nothing is dropped silently.
- Access you control We work through accounts you grant, with MFA. You can revoke them at any time.
Built by finance practitioners. Controls come first.
What you get
Start with one process.
Then add the next.
Every engagement has a fixed scope and a fixed price. You know exactly what you get before we start, and everything we build is yours.
01
Audit
See where the hours go.
- A map of one process, end to end: who touches what, and how long it takes
- Automation candidates ranked by hours saved
- Hours-saved estimate and payback period
- Licence plan with costs, before you commit
- A roadmap you can run with or without us
02
Build
One process. End to end.
- A production flow from invoice to reconciled payment
- AI capture with confidence thresholds and a review queue
- Approvals in Teams or Outlook, every decision logged
- ERP posting, payment runs, bank reconciliation, FX booking
- Written manuals: an admin guide and end-user guides
- Hands-on training for your AP team, approvers and admins
03
Run
We keep it running and improving.
- Monitoring and alerts on every flow
- Fixes and small changes, without a new project
- A monthly report on hours saved
- A quarterly look at the next process to automate
Not sure where to start?
The first 30 minutes are free. We look at one process, usually invoice to payment, and tell you what we would automate first and what it would save.
Questions finance teams ask.
Where does our data live?
Inside your company. Everything runs in your own Microsoft 365 and Power Platform tenant: invoices, extracted data, approvals and logs are processed and stored there, not on our servers or any third-party platform. We work through accounts you grant and can revoke.
Are we locked in?
No. We build in your environment, on your licences, and you own everything: flows, apps, configuration and documentation. Nothing depends on us to keep running. You maintain it yourselves, or with anyone you choose.
What happens after go-live?
Your team gets written manuals (an admin guide and end-user guides) and hands-on training for the AP team, approvers and admins. Then you run it yourselves, or we keep it running and improving under Run.
How complex can it get?
As complex as your finance setup: several entities and ERPs, multiple banks and currencies, intercompany, PO and non-PO invoices, multi-level approvals. We start with one process, prove it, then extend.
We don’t use Microsoft. Can you still help?
Yes. SharePoint and Power Automate are our default because most finance teams already pay for them. If Microsoft isn’t your stack, or you’d rather not use it, we look at the tools you have and tell you honestly what we would build on.
Do we need new software or licences?
Usually not much. With Microsoft 365 you already have Outlook, Teams and SharePoint. Premium Power Automate features and AI document processing may need extra licences, depending on volume. The Audit ends with a licence plan and its monthly cost, before you commit.
Which ERPs and banks work?
We post to any ERP that accepts an import file or has an API, and work with any bank that uses standard formats: SEPA pain.001 for payments, camt.053 or MT940 for statements.
Does AI make financial decisions?
No. AI reads documents and suggests matches and coding. Thresholds decide what goes straight through and what goes to a person. Approvals, vendor changes and payment releases are always human. Your invoices are not used to train models.
How long until it runs?
The Audit takes one to two weeks. A first process goes live in two to six weeks, depending on volume and integrations.
What happens when something breaks?
Every flow logs each step, retries what can be retried and alerts the right person. Under Run we monitor, fix and report monthly. Without Run, your team has the manuals and the training to own it.
What happens in the free review?
30 minutes on a video call. We look at one process, usually invoice to payment, and tell you what we would automate first and roughly what it would save. No slides, no obligation.
People release money.
The flow does the rest.
Thirty minutes, one process, a straight answer on what automation would save you.
- Your data never leaves your company
- You own everything we build
- Manuals and training included
Tue–Thu, 10:00–16:00 CET · Video call · Or write to financeopsautomation@gmail.com