Accounts Payable Automation
AP Automation, Built for Documents
Fluxity helps AP teams capture invoices, match them to purchase orders and receipts, route exceptions, and push clean records to the ERP without spreadsheet cleanup.
What is AP automation?
AP automation software eliminates manual invoice processing by using AI to extract data from vendor invoices, match them against purchase orders and receiving documents, and sync validated records directly to the ERP. For most AP teams, this means reducing cost-per-invoice from $15–25 down to under $1, and cutting processing cycle times from days to minutes.
The goal is touchless processing — processing invoices without human intervention. When an invoice arrives, the system extracts fields, validates them against business rules, performs three-way matching, and pushes the approved record to the ERP without anyone opening the document. This is sometimes called intelligent document processing (IDP): combining machine learning, OCR, and business-rule engines to understand unstructured financial documents the way an experienced AP clerk would, but at scale.
How It Works
A practical AP automation workflow
Centralize document intake
Bring AP emails, vendor invoices, purchase orders, BOLs, and scanned attachments into one processing flow instead of letting documents sit across inboxes and folders.
Extract and validate fields
AI extracts vendor data, invoice fields, PO references, line items, totals, taxes, freight, and document dates, then validates them against expected formats and matching rules. Every field carries a confidence score. Vendor, invoice number, currency, total, and at least one line item must be present — anything missing is held for a human, never guessed.
Match before approval
Fluxity reconciles invoices against purchase orders, receiving documents, and supporting freight paperwork so reviewers only spend time on meaningful exceptions.
Sync clean AP records
Approved records move to NetSuite or Odoo with source-document traceability, coding context, and an audit trail that finance teams can defend at close.
Manual AP vs Fluxity
AP teams should not be the document cleanup layer
With Fluxity
- Documents are captured and normalized before AP review
- Extracted fields are validated against matching and coding rules
- Exceptions are routed with source context attached
- Clean AP records sync to the ERP with a complete audit trail
Three approaches to AP document processing
| Feature | Manual | Legacy OCR | AI-Powered |
|---|---|---|---|
| Accuracy | ~96% (human error) | ~85% (template-dependent) | 95%+ (learns from corrections) |
| Cost per invoice | $15–25 | $5–10 | $1–3 |
| Setup time | N/A | Weeks (templates) | Hours (sample docs) |
| ERP sync | Manual entry | CSV export | Direct API push |
| New vendor formats | |||
| Three-way matching | Spreadsheet | ||
| Audit trail | Email threads | Limited | Full document lineage |
Core Workflows
Where AP automation creates leverage
Invoice capture and coding context
Extract vendor, invoice, tax, freight, and line-item data from incoming invoices, then attach the context reviewers need to approve, code, or reject the record. The same vendor, invoice number, and currency can never post twice — even if the invoice arrived through two different channels.
PO and receipt matching
Perform three-way matching — reconciling the invoice, purchase order, and receiving document — before approval so price, quantity, and receipt discrepancies are visible immediately.
ERP-ready audit trail
Keep source-document links, extracted fields, reviewer decisions, and sync status together so AP can answer close and audit questions without hunting through inboxes.
Rules Engine
Automate coding decisions without writing code
Your accounting team builds the logic, not engineering. Combine conditions and actions by drag-and-drop — "if the vendor is X, assign GL account Y," "if the amount is over a threshold, flag it for review."
Visual, no-code builder
Eighteen conditions and nine actions, combined by drag-and-drop. A dry-run test panel shows exactly what a rule would do before it goes live.
AI-assisted assignment
Hand a decision to the model in plain English — "pick the closest matching department" — instead of spelling out the exact logic.
Document- and line-level scope
Rules act on the whole invoice or a single line, evaluated in priority order with stop-on-match control.
Continuous learning
It gets smarter from every correction
Every accepted suggestion, every edit, and every vendor's own posting history feeds the next prediction.
"Why this value?"
Hover any matched or pushed field and see exactly where the value came from: a matched PO, a named rule, a learned pattern with the real numbers behind it, or an AI inference with its reasoning shown. One click turns a disagreement into a new rule.
The learning flywheel
Scan, suggest, accept, learn, suggest better, auto-accept, codify as a rule. High-confidence patterns graduate to automatic — with a provisional window to revert.
Vendor Coding Profile
Answers "how does accounting normally code this vendor?" straight from that vendor's own recently posted bills — including subscription and service vendors whose invoices carry no line items to match against.
Enterprise-ready AP automation
Fluxity connects to your ERP, procurement, and approval systems through a REST API built for custom integrations. Whether you need to trigger extraction from a procurement workflow, pull validated records into a data warehouse, or push approvals back to a third-party portal, the API covers the full document lifecycle from intake to ERP sync. A single authenticated endpoint — POST /api/v1/extract — accepts documents programmatically: the same pipeline a human upload gets, open to any script, RPA tool, or AI agent. The public document API routes accept API-key auth.
Every extraction, review decision, and ERP sync is logged with timestamps and user context. The audit trail is immutable and exportable — finance teams can trace any GL entry back to the source document, the fields that were extracted, who reviewed it, and when it was posted. Role-based access controls let you separate intake operators, AP reviewers, and approvers so that each role sees only the documents and actions relevant to their responsibility.
For high-throughput operations, Fluxity offers volume pricing that scales with your document count rather than your headcount. The goal is straight-through processing — documents that pass all validation rules and sync to the ERP without human review. As your extraction models learn from corrections, straight-through rates increase and your cost-per-document drops.
Security and compliance are foundational, not bolt-on. Fluxity is built on SOC 2-aligned infrastructure with encryption at rest and in transit, and all document data is processed in isolated tenant environments. For details on our security architecture and compliance roadmap, see the security page.
Common Questions
Fluxity automates invoice capture, data extraction, GL coding support, invoice-to-PO matching, receipt validation, exception routing, and ERP sync for accounts payable teams.
No. Invoice processing is the core AP workflow, but Fluxity also supports purchase orders, bills of lading, freight invoices, and other source documents that AP teams use for validation.
Fluxity turns unstructured documents into validated records earlier in the process, flags exceptions before approval, and syncs clean data to the ERP so month-end cleanup is reduced.
Onboarding
Live with a working rule set before your first new invoice
Fluxity turns your existing ERP history into automation before go-live.
Historical scan
Pulls your existing ERP bills across hundreds of vendors, analyzes how each was coded, and auto-generates processing rules before you go live.
Prove Mode
Simulates a rule against your historical data and shows exactly what it would have done — before it ever runs on a live invoice.
Guided setup
Connect the ERP, sync data, configure document types, run the scan — a step-by-step wizard that resumes exactly where you left off.
Related Solutions
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