Posting supplier invoices is still one of the most time-consuming tasks in any finance team. Open the PDF, identify the supplier, copy dates, tax bases and taxes, pick the account and cost centre… and repeat it hundreds of times a month. Today, artificial intelligence can automate almost all of that work while your team keeps the final say.
How automatic invoice posting works
- Intake. Invoices arrive in a mailbox or are dropped into a shared folder (SharePoint, Google Drive or a network drive).
- AI capture. A document recognition model extracts the supplier, tax ID, number, dates, tax bases, VAT rates, withholdings and line items.
- Journal entry proposal. The system applies your rules: which account each supplier uses, which cost centre, which tax.
- Posting to the ERP. The robot creates the draft entry in SAP Business One, Business Central, A3, Sage or whichever ERP you use, directly or through an import file.
- Approval. Your team reviews and approves in one click. Invoices the system cannot read are set aside for manual review without blocking the rest.
What you gain
- Time: your team moves from typing to reviewing, and month-end closes get shorter.
- Fewer errors: no more transcription mistakes or wrongly applied taxes.
- An organised archive: every invoice is stored and linked to its entry, ready for an audit.
- Scalability: when invoice volumes grow, headcount does not have to grow at the same pace.
Questions we always get
Does the AI make mistakes?
It can, which is why design matters. We work with confidence scores per field: what the system reads with certainty goes straight to draft, and anything doubtful is flagged for review. The model is also trained on your own suppliers and improves with use.
Do I need to change my ERP?
No. The automation is built on top of what you already have. We have integrated this process with SAP Business One, Dynamics 365 Business Central, A3, Sage and Prinex.
What about e-invoicing?
Once B2B e-invoicing becomes mandatory in Spain, many invoices will arrive already structured and capture will be even more reliable. AI will remain useful for PDFs, receipts and foreign suppliers. Read our article on Verifactu and e-invoicing for the key dates.
What about data security?
The system can run inside your own Microsoft 365 or Google Cloud environment, so invoices never leave your company.
A real case
For a real estate developer with many companies we built a Power Apps application with AI invoice capture: the team validates each invoice on screen and a robot generates the ERP import file every day. See this and other projects in our case studies.
How many invoices do you post each month? Tell us and we will tell you how much can be automated.