ACCOUNTS PAYABLE · Workflow idea
For a finance team with permission to process an invoice, extract possible invoice number, vendor, currency, total, and receipt amount, then compare the record with existing entries. Images and PDFs can be misread, and matching by amount or date alone can connect the wrong documents. Protect financial files, verify vendor and currency, preserve the original receipt, and require an authorized approver to confirm any create, partial-payment, paid-status, or archive change; this process must never initiate a payment.
01 / The starting point
An authorized finance file, verified vendor records, and an assigned approver
“Prepare a matched invoice record and proposed status without treating extraction as proof of payment.”
02 / The work
Extracts invoice and receipt fields, checks for matching records, and prepares a proposed new or updated payment status for approval.
Use only records the finance team is authorized to process.
Compare extracted fields with the original document and vendor master record.
Do not match on amount or date alone; flag conflicts for manual reconciliation.
Restrict files and notifications to authorized finance staff.
Require a finance approver to verify payment evidence before marking paid or archiving.
03 / The result
A source-linked reconciliation proposal with amount checks, duplicate status, and finance approval.
Finance · Example outcome
A source-linked reconciliation proposal with amount checks, duplicate status, and finance approval.
OCR can misread totals or currencies, and an ambiguous match can mark the wrong invoice paid. Verify original files and payment evidence; keep every financial status change behind an independent approver and never initiate payment automatically.
04 / Make it yours
A few choices shape the work around your team.
Define matching keys and conflict rules for currency and vendor.
Set least-privilege access, retention, and audit history.
Pause overpayments, mismatches, and unreadable documents.
Do not transfer funds or change payment status without an authorized person.