AIstap

Use case · Any sector

A duplicate invoice is only noticed once it has been paid.

Purchase invoices are checked by eye, so a duplicate invoice or a higher price can go unnoticed. The automation compares the invoice with the order and with earlier invoices; your finance team decides what gets paid.

Show us your process See the difference

Free · 30 minutes online · one process · no obligation After that: pilot from €2,450 · monthly package from €295 · excl. VAT

How the work runs

  • Email
  • PDF

AIstap

the automation

  • Reads
  • Compares
  • Prepares

Accounting softwareFICTIONAL EXAMPLE

Purchase invoice F-20418To be checked

Supplier
no. 1187
Order
60318
Amount
1,482.00
Check
nothing unusualSame as F-20381?

In doubt? To your team first.

F-20418 has the same amount and order as F-20381 from last month. Your finance team decides.

Sound familiar?

  • Two invoices, one amount

    An invoice looks like an earlier one from the same supplier, but the two are not laid side by side.

  • Is this price right?

    To check a price, someone looks up the order and the agreement, if there is time for it.

  • Amount entered wrongly

    A typo in an amount only shows after payment, sometimes only at the year-end closing.

Today. And with AIstap.

Today

4 steps by hand

  1. Emailed invoice
  2. Open the PDF
  3. Book the invoice
  4. Check it by eye
  5. Prepare the payment

With AIstap

2 steps for your team

  1. Emailed invoice
  2. The automation reads
  3. Check: duplicate or different?
  4. Your finance team decidesyour team
  5. Your finance team paysyour team

Possible impact

  • Less chance of a duplicate payment
  • Less manual comparing of invoices
  • A better view of changing prices

Possible impact, not a promise: what it brings depends on your process.

What AIstap can build.

An example. What we build for you is agreed upfront.

  • Mailbox connection

    Where the purchase invoices arrive.

    A connection to the mailbox the purchase invoices arrive in.

  • Reading the invoice

    Supplier, amount, lines and bank account.

    Reading the invoice: supplier, order, amount, lines and bank account.

  • Against order and history

    Duplicate, different price or new bank account lights up.

    A check of the invoice against order and history; anything odd lights up for your team.

  • Signal with a reason

    Your finance team sees why an invoice stands out.

    A signal to your finance team, with the reason why the invoice stands out.

Checked by your team.

The automation prepares. Your people approve and decide when something is unclear.

The automation

Your finance team

  1. DetectThe automation sees what arrives.
  2. PrepareReading, checking and getting it ready.
  3. ApproveSomeone on your team approves, or decides when in doubt.
  4. ExecuteAfter approval it is final in your system.
  5. Follow upWhatever is open stays in view.

Your team stays in control.

  • Try it yourself

    Purchase invoice F-20418To be checked

    CheckSame as F-20381?

    Same as F-20381?

    Your finance team decides in doubt

    If an invoice looks like an earlier one, your finance team sees it first. The automation does not decide on paying.

  • The automation

    • Reads
    • Compares
    • Prepares

    Your team

    • Approving payments
    • Calling suppliers
    • Querying a price

    Paying stays with people

    Your finance team decides whether an invoice is paid. In this set-up the automation pays nothing itself and does not call suppliers.

  • Your finance team sends the questions

    A question to your supplier only goes out once your finance team approves. In this set-up the automation sends no message by itself.

In the systems you already have.

Which connection is possible is something we look at in the free analysis.

The invoices arrive in your own mailbox and are compared with the data in your own accounting software. Whether and how your system can be connected is something we look at in the free analysis.

  • Mailbox (In this example)
  • Accounting (In this example)
  • Planning software
  • Order system
  • Spreadsheet
  • Customer portal

In this example

What it costs to start.

From mailbox to accounting software: one process, two systems. The size of a pilot.

  1. STEP 0

    Free analysis

    €0

    You show us one process.

    • 30 minutes online
    • A one-page summary
    • Free, no obligation
  2. STEP 1 Recommended first step

    Pilot

    from€2,450

    One working automation.

    • Max. 2 systems
    • 1 to 2 weeks
    • Fixed price, upfront
  3. ONGOING · AFTER A PILOT

    Monthly package

    from€295/month

    We keep it running.

    • Hosting and monitoring
    • Fixes and AI costs
    • Cancel any month

Prices excl. VAT

All prices and steps

Questions about this use case.

Does the automation pay invoices itself?

No. In this set-up the automation runs the check and prepares the invoice. Paying is done by your finance team, in the system you use for it today.

Which anomalies can the automation recognise?

For example an invoice that came in before, a price that differs from the order or a changed bank account. What is feasible for you is something we look at in the free analysis.

We do not have a purchase order for every invoice. Does it work?

Then the automation compares with earlier invoices from the same supplier. Whatever cannot be judged that way goes to your finance team.

More use cases.

Email from your supplier to Your order system

Stop searching for the certificate of a delivery.

Certificate prepared with the delivery. Your quality officer approves.

Manufacturing Wholesale

ERP: the system that holds your orders, stock and invoices. CMR: the consignment note.

See all use cases

Step 0 · free

Show us your process.

  1. We call or emailTo schedule a time
  2. You show us30 minutes online
  3. You get a summaryOne page

Free, no obligation

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