Invoice volume across entities
Every entity, plant, site or property receives its own invoices, in different formats and different inboxes.
AP automation for multi-entity finance teams
Invoices stuck in approval?
We automate how invoices get from your inbox to approved entries in your accounting system, across every entity you run.
The problem
Where AP slows down.
Multi-entity businesses in manufacturing, hospitality, energy and power run accounts payable across many entities, sites and approvers. The same problems show up again and again.
Approvals that stall
Invoices wait on site managers, department heads and regional leaders, often over email, with no single view of what's pending or who it's waiting on.
Keying and rework
Invoices are keyed in by hand, coded differently from one entity to the next, and corrected later when they don't match the purchase order.
Month-end delays
Late invoices and unmatched accruals push the close back while the team works through each entity in turn.
What we do
From invoice to approved entry, in seven steps.
We design, build and run the process for you, from the moment an invoice arrives to the moment it's approved and in your books, combining finance operations experience with intelligent automation.
Invoice capture
Invoices arrive in each entity's inbox, get read automatically, coded to the right entity and GL account, and checked for duplicates before anyone keys them in.
Data extraction
Vendor, invoice number, dates, line items, amounts and tax are read from each invoice, whatever its format, so nobody retypes them.
Validation
Each invoice is checked against your vendor list and coding rules. Anything that doesn't fit is flagged for a person to review, not passed along.
Matching to purchase orders
Invoices are matched to their purchase orders, and to receipts where you use them, with price and quantity differences sent to the right person.
Approval routing
Approval rules follow your structure: entity, department, vendor and amount. Approvers get reminders, and you can see what's waiting and on whom.
Into your accounting system
Approved invoices go into your accounting system with entity, department and GL coding, so AP aging and accruals are current when the close starts.
Every invoice filed and easy to find
Each invoice is stored with its purchase order, receipt, approvals and posting details, and indexed by vendor, entity, date and amount. When an audit, tax filing or month-end reconciliation comes around, your team pulls the full record instead of digging through inboxes and shared drives.
For audits, a complete trail for every invoice: who approved it, when, and against which PO. For tax, invoices and supporting documents organized by entity and period, ready for your tax advisor. For reconciliation, ledger entries tie back to the source invoice without hunting for it.
Need the books kept as well? See outsourced bookkeeping
How it works
Four steps, starting with a conversation.
- 01
Free consult
A conversation about how AP works across your entities today: invoice volumes, approvers and systems. No sales pitch.
- 02
Map the process
We map how invoices get from arrival to approval today and agree on the approval rules, controls and reports you need.
- 03
Build around your systems
We set up capture, extraction, validation, matching and routing around the accounting system you already use. No rip and replace.
- 04
Go live and improve
We go live entity by entity, watch the exceptions and tune the rules with your team.
Book a free consult.
Tell us a little about your business. We'll set up a conversation about how AP runs across your entities today and what we'd automate first.
Prefer email? brbangalore@blueoceansp.ai