AP Automation for Distribution
85% touchless invoices with human-in-the-loop for exceptions. Integrated with QuickBooks.
Challenge
A very large US construction customer processed 50k+ vendor invoices yearly. Manual intake, data entry, and PO matching led to delays, late fees, and strained vendor relationships. QuickBooks had limited automation; AP analysts were stuck doing repetitive work while exceptions piled up.
Solution
Niotex deployed an AI-driven AP pipeline integrated with QuickBooks. Invoices were captured from email and portals, parsed with layout-aware OCR, validated against POs/vendors, and posted automatically. Exceptions such as mismatches or missing fields routed to a human-in-the-loop queue with confidence scores, audit trails, and SLA timers.
Results
85% of invoices were processed end-to-end without human touch. Cycle time dropped by 2.5×, early-payment discounts were captured consistently, and AP staff were redeployed to vendor relations and analytics. Compliance improved through centralized records and traceability.
“We went from drowning in invoices to a calm, predictable rhythm. The team spends time on vendors—not on copy-paste.”
Why it worked
We attacked the highest-volume friction first and kept humans in control. Confidence bands and review queues protected quality while allowing high-speed automation.
- Document capture from multiple channels
- PO & vendor validation
- Confidence thresholds with review
- Auto-post to QuickBooks with idempotency
Governance & security
Every action is logged. Access follows least privilege and keys are rotated. Data stays within approved boundaries.
- Audit logs & model pinning
- SSO/role-based access
- Data retention & redaction
- Segregated environments
Let’s create your success story
We’ll map your workflow and ship a pilot in weeks.
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