What is AP automation?

AP automation is the process of digitising and automating accounts payable workflows — including invoice capture, validation, approval routing, exception handling, and ERP posting — to reduce manual effort and improve controls.

Which ERPs does your AP automation integrate with?

Our AP automation integrates with Sage X3, QuickBooks, and Xero. We map to your ERP's posting rules, dimensions, and supplier master data so your ERP data stays clean.

How does exception handling work?

When an invoice fails validation — for example a missing PO reference or coding mismatch — it is routed to an exception queue with clear ownership. Teams resolve exceptions with evidence before the invoice can progress to approval or posting.

Can your AP automation handle multi-entity or multi-currency invoices?

Yes. We configure routing and posting rules per entity and currency, aligned to your ERP's chart of accounts and dimensional structure.

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SaaS ProductInvoice approvalsException queuesPosting governance

AP Automation — Invoice Matching & ERP Posting Controls

Automate invoice intake and approvals with clear controls, exception handling, and ERP-safe posting to Sage X3, QuickBooks or Xero.

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X3 · QB · Xero

Supported ERPs

API-first

Integration design

2–4 wks

Typical rollout

UK-based

Support & delivery

Invoice queue — today

Live

Received

Matching

Awaiting approval

Ready to post

Median cycle

2.4 days

Auto-matched

71%

Exception rate

6.1%

Posting health

Posted clean94%

Queued4%

Failed2%

Exception queue

Missing PO ref3

Supplier mismatch2

Duplicate detected1

Faster approvals

Route invoices by supplier, cost centre, amount, and policy — with SLAs and reminders.

Controls & segregation of duties

Consistent approvals across teams with thresholds, routing, and enforced evidence.

ERP-safe posting

Align to your posting rules and dimensions so your ERP data remains clean.

Visibility & reporting

Know what’s awaiting approval, blocked, or ready to post — with dashboards and exports.

Audit evidence

Approvals, documents, and changes stay attached to the record.

Exception-first design

Mismatches and missing data go to queues with ownership — not email chaos.

Integration-first (Sage X3 · QuickBooks · Xero)

We prioritise stable posting rules, idempotent processing, and clear ownership. Integrations are monitored, logged, and designed for change.

Posting validationError queuesRetry-safeAudit trailMaster data mapping

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Sage X3 · QuickBooks · Xero

ERP-specific posting and governance for AP

We define what “ready to post” means, then enforce it with validation, queues, and retry-safe integration.

Sage X3

Posting rules + dimensions validated before submit
Exception queues for mismatches and missing data
Safe retries (no duplicate postings)
Clear handoff to finance for resolution

QuickBooks & Xero

Vendor/account checks pre-posting
Approval evidence attached to bill record
Exception handling with ownership and SLAs
Reporting on cycle time and bottlenecks

Integration detail

Supported objects (typical)

These are the common ERP objects we map and validate. Final scope depends on your configuration and posting rules.

Sage X3

Supplier master: Business Partner (BP) alignment
Invoice header: supplier, invoice no., dates, currency, payment terms
Invoice lines/distributions: amounts, VAT/tax coding, GL intent
Analytical dimensions validation (before posting)
Approval evidence + supporting documents
Exception queues: mismatch / missing data / policy exceptions

QuickBooks & Xero

Vendor/supplier alignment
Bills: header, line items, account codes
Chart of accounts + tracking categories validation
VAT/tax coding alignment (as configured)
Approval evidence + attachments
Exception queues: validation failures and business exceptions

Typical data flow

From invoice capture to clean ERP posting

This is the baseline flow we adapt to your posting rules and controls.

Step 1

Capture

Receive invoices (email/portal) and validate minimum data.

Step 2

Approve

Route approvals by policy (supplier, amount, dimensions).

Step 3

Resolve

Exceptions go to queues with ownership and safe retries.

Step 4

Post

Post only validated, approved invoices to Sage X3, QuickBooks, or Xero.

How it works

A rollout that respects your ERP and your team’s time

We keep it practical: prove value quickly, then expand.

Step 1

Discovery

Define approval policy

Document current rules and agree a clean model (thresholds, roles, exceptions).

Step 2

Build

Build the workflow

Configure routes, queues, and evidence requirements. Keep it lean for rollout one.

Step 3

Go-live

Integrate to ERP

Map supplier/dimensions and define what ‘ready to post’ means in your ERP — Sage X3, QuickBooks or Xero.

Step 4

Optimise

Go-live and iterate

Track cycle time and exceptions; tighten rules and expand supplier coverage.

Common workflows

From invoice to posting

A practical flow we implement for Sage X3, QuickBooks and Xero finance teams.

Capture & validate

Collect invoices, validate supplier and mandatory fields, push issues to a queue.

Approve with policy

Route approvals by threshold and dimension; enforce evidence (PO, contract, notes).

Post with confidence

Only validated approvals post to ERP; exceptions are resolved with traceability and safe retries.

Screenshots

AP/PO workflow: approvals and control

Examples of approvals, order views, and listing screens.

AP automation order detail screenshot — Order detail view: approvers, status, coding fields, and evidence.

AP automation orders list screenshot — Orders list: filters, statuses, batch approvals, and reporting-friendly structure.

Want faster invoice approvals without messy ERP workarounds?

We’ll demo the workflow and outline how we integrate cleanly into your ERP — Sage X3, QuickBooks or Xero — with a realistic rollout plan.

Sage X3QuickBooksXeroApprovalsAudit trail

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