01
Automatic data extraction (intelligent OCR)
The agent reads PDFs and scans, extracting the supplier's tax ID, company name, invoice number, net/gross amounts, VAT rates, currency and due date.
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B2BFinance & administration
AI agent for B2B invoice processing and payment workflow
Invoices get lost in inboxes, data is retyped by hand and payment deadlines slip out of control.
Problem
Manual processing of purchase and cost invoices is one of the most time-consuming and error-prone procedures in any company. Retyping data into systems, losing attachments in email, having no control over due dates and constantly asking “has this invoice been paid?” creates chaos, delays and the risk of missing critical deadlines.
Solution
An autonomous AI agent takes over the financial document workflow. It reads invoices from an inbox or folder, extracts data with OCR/AI, categorises and records them in a database (Airtable, Notion, ERP), files the documents on your drive (Google Drive / OneDrive) and then supervises approvals and payment status.
How it works in practice
02
Categorisation and file archiving
Each document lands in the right folder (e.g. Invoices/2026/September/Supplier) with a standardised name such as 2026-09-13_INV_123_Supplier.pdf.
03
Recording and budget matching
Invoice data feeds your database or ERP, assigning the cost to a project, department or cost centre.
04
Notifications and payment approval
The agent posts an invoice summary to Slack / Teams or by email to the authorised person, with a quick “Approve for payment” action.
05
Deadline supervision (pending vs paid)
If a due date approaches while the status is still “pending”, the agent sends a priority reminder. Once payment is booked it flips the status to “paid” and archives the thread.
06
Validation and duplicate detection
Compares each new invoice against the database, warns about double entries and flags mismatched supplier data.
What the system does behind the scenes
Listens for and processes attachments: Monitors a dedicated mailbox (e.g. invoices@yourcompany.com) or cloud folder and detects new documents.
Reads and structures content (Vision AI / OCR): Turns an unstructured PDF or image into clean JSON, handling even non-standard invoice layouts.
Connects to database and drive via API: Writes records (Airtable, PostgreSQL, ERP) and uploads the file into the correct folder structure.
Manages notification logic: Checks payment status 3 days and 1 day before the due date and on the day itself, reminding the responsible people.
Tip
The agent handles multi-currency invoices and documents in several languages, converting figures to whatever your finance team requires.
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