Help & Overview

Welcome to Invoice AI Assistant

Invoice AI Assistant automates invoice collection, extraction, reconciliation and Sage integration while maintaining full user control before posting transactions.

It is designed for businesses that receive supplier invoices by email and need a faster, safer way to process them, review them and check that Sage is accurate.

The problem this solves

Many businesses still handle supplier invoices manually. Staff open emails, download attachments, identify whether each document is an invoice or a statement, type invoice information into Sage, and later try to reconcile supplier balances manually.

This process is time-consuming and error-prone. Invoices can be missed, entered twice, assigned to the wrong supplier or entered with the wrong total.

What the system covers

Email Intake

Automatically reviews invoice attachments received by email and separates invoices, statements, credit notes, reports and files needing review.

Replaces: manually opening emails and downloading attachments.

Invoice Processing

Extracts supplier, invoice number, date, VAT, totals and line items. Users review and correct invoices before export.

Replaces: manual invoice entry and repeated typing into Sage.

Sage Export

Approved invoices are prepared for Sage CSV import, keeping the final posting step under user control.

Supports: faster Sage input while maintaining review control.

Sage Reconciliation

Compares the invoices processed by the app against what appears in Sage. It highlights missing invoices, duplicate invoices and value mismatches.

Finds: invoices received but not entered into Sage.

Supplier Statement Reconciliation

Compares official supplier statements against Sage to identify missing invoices, missing credit notes, duplicate entries and balance differences.

Supports: month-end and audit preparation.

Supplier Reporting

Provides detailed supplier histories and spend summaries so users can investigate purchasing activity quickly.

Helps with: supplier analysis, spend visibility and anomaly checks.

Typical workflow

Collect: invoices and statements are imported from email or uploaded manually.
Classify: the system separates invoices, statements, credit notes and review items.
Process: invoice data and line items are extracted automatically.
Review: users check and correct invoices before export.
Export: approved invoices are exported to Sage CSV.
Reconcile: Sage is compared against app records and supplier statements.
Analyse: supplier reports show purchasing history and spend patterns.

Why accountants should care

This is not just an OCR tool. It acts as an accounts payable control system.

It reduces the chance of missing supplier invoices.
It helps prevent duplicate postings.
It gives an audit trail from email to invoice review to Sage export.
It supports supplier statement reconciliation.
It helps explain differences between the app, Sage and supplier records.

Accuracy and control

Clear PDF invoices normally extract well. Documents that are unclear, scanned, image-based or unusual are flagged for review before they reach Sage.

The system is designed to assist users, not remove accounting judgement. Users remain in control of approval and Sage export.