Use Case

Automate accounts payable from invoice receipt to payment approval

AP teams manually key vendor invoices, chase down POs, and reconcile mismatches across email threads and spreadsheets. Docstruct orchestrates the entire pipeline — ingestion, extraction, 3-way matching, and ERP sync — in one fully auditable workflow.

The end-to-end accounts payable workflow

Exactly how Docstruct handles AP — from invoice arrival to payment approved and posted.

Invoice Intake & Document Collection

Vendor invoices arrive via email, supplier portal, or API. Docstruct auto-ingests every invoice regardless of format — PDF, scanned image, or structured XML — and routes it into the AP pipeline instantly.

Vendor InvoiceCredit NotePro-forma Invoice

AI Field Extraction

Docstruct extracts every critical field from the invoice: vendor name, GSTIN, invoice number, invoice date, line items, quantities, unit prices, tax amounts, and total payable — with confidence scoring on every field.

Vendor Name & GSTINInvoice Number & DateLine ItemsTax & Total Amount

3-Way Matching & Validation

Extracted invoice data is automatically matched against the corresponding Purchase Order and Goods Receipt Note. Quantity, price, and PO number are cross-validated — mismatches flagged before any human touches the document.

Purchase OrderGoods Receipt NotePO-Invoice MatchTolerance Rules

Exception Handling & Reviewer Approval

Clean matches are auto-approved and queued for payment. Mismatched or flagged invoices land in the Checker UI — the AP reviewer sees the invoice, extracted fields, and mismatch reason side-by-side. One click to resolve or escalate.

Mismatch ReportVendor CommunicationRevised Invoice

ERP Posting & Payment Release

On approval, Docstruct syncs structured invoice data directly to your ERP — SAP, Oracle, Tally, or QuickBooks — creating the AP entry and triggering payment release. The invoice is archived with a full, tamper-proof audit trail.

ERP Journal EntryPayment InstructionRemittance AdviceAudit Log

What gets automated

Every Docstruct capability mapped to what it replaces in your accounts payable process.

Docstruct Capability	What It Means for Accounts Payable
Document Ingestion	Auto-collect invoices from email, supplier portals, WhatsApp, and API feeds into one pipeline — no manual sorting
AI Field Extraction	Pull vendor name, GSTIN, invoice number, line items, tax breakdowns, and totals — zero manual keying regardless of invoice format
3-Way Matching Engine	Automatically match Invoice ↔ PO ↔ GRN at line-item level — quantity, price, and PO reference cross-validated in seconds
Tolerance Rules	Define acceptable variance thresholds (e.g. ±2% on amount) — invoices within tolerance auto-approved, outside escalated
Duplicate Detection	Cross-reference every incoming invoice against historical records — catch duplicate submissions before they reach payment
Checker UI	AP reviewers see invoice, extracted fields, and mismatch reason on one screen — resolve exceptions in seconds, not hours
ERP Sync	On approval, post structured AP entry directly to SAP, Oracle, Tally, or QuickBooks via API — no re-keying into the ERP
Audit Trail	Every extraction, match result, approval, and edit logged with timestamps and user IDs — audit-ready at any moment

Who uses this workflow

Three roles, one platform — each sees exactly what they need to move faster.

AP Clerk

Manual entry eliminated

Invoice keying and PO matching are fully automated — AP clerks handle only the exceptions that genuinely need human judgment.

AP Manager

Checker

Reviews pre-extracted, pre-matched invoices in the Checker UI — approves clean invoices in one click, resolves exceptions with full context on screen.

Finance Controller

Audit & oversight

Full pipeline visibility — processing volumes, exception rates, duplicate flags, and ERP sync status — with a tamper-proof audit trail for every invoice.

Ready to automate your accounts payable pipeline?

Set up your first AP workflow in under 15 minutes. Works with any invoice format and ERP. No template training. No IT dependency.