Touchless three-way match, with exceptions you can defend.
The Invoice Agent extracts invoice fields from pasted or captured text, links each line to the purchase order and goods receipt, applies tolerance rules, catches duplicates, and drafts the credit-note email when price or quantity does not tie out.
How it works
The same pipeline you see in the live module, step by step.
- 1
Extract invoice data
Pull invoice number, dates, PO reference, supplier, line quantities and unit prices, subtotal, tax, and total with a confidence score.
- 2
Link PO and receipt
Resolve the PO, confirm the supplier matches, and load received quantities per line from goods receipts on that PO.
- 3
Match line by line
Compare billed price and quantity to PO and receipt. Flag variances beyond tolerance and non-PO spend.
- 4
Detect duplicates and risk
Fail on same supplier + invoice number (or same supplier, total, and issue date). Block invoices from blocked suppliers.
- 5
Route the outcome
Clean matches auto-approve under your threshold; failures become exceptions with a one-line reason and optional supplier correspondence.
Checks and rules
Deterministic logic runs on every action; optional AI enriches text when configured.
- Unit price tolerance: 1% or $50, whichever is smaller
- Billed quantity vs goods received (sum per PO line)
- Duplicate: same supplier + invoice number
- Supplier on invoice must match PO supplier
- Non-PO invoice → route to budget owner
- Line subtotal vs header; tax rate 0–25%
What you get
Artifacts land in the shared procurement record and activity log.
- Match result per line (PO / receipt / invoice)
- Touchless approve or exception status with reason
- Duplicate and non-PO flags
- Drafted credit-note or variance email to supplier contact
- Activity log with dollars prevented on hold
Where teams use Invoice Agent
Questions
Does it need my ERP?
The live demo runs on a shared procurement record (requests, POs, receipts, invoices, contracts, and spend). In production you connect your ERP or AP system via API or scheduled file exchange so matching uses your real PO and goods-receipt data. Until then, every rule runs the same way on the demo dataset.
Does it depend on an AI model to work?
No. Every decision runs through Stellitron's deterministic rules first: tolerance math, playbook comparisons, weighted bid scoring and classification maps, so results are repeatable and auditable. Stellitron Intelligence adds document reading, drafting and plain-language explanations on top, and the agents keep working if it is unavailable.
Who approves?
Agents recommend and trace; people approve. Intake routes to managers, category owners, Finance, and the CPO by amount and category. Invoices on exception stay on hold until AP approves, requests a credit note, or rejects a duplicate. Contracts, sourcing awards, and supplier blocks follow your owners in the app — the agent surfaces the evidence, not the signature.
What counts as a successful 3-way match?
Every line ties to a PO line, unit price is within tolerance, billed quantity does not exceed received quantity, totals reconcile, and no duplicate exists. Then the invoice can auto-approve if it is under your auto-approve dollar limit.
Can AP run the whole queue at once?
Yes. “Run agent on queue” processes each received invoice in sequence and returns a combined trace so you can see which invoices cleared and which need review.