Payables & Receivables
AI Accounts Payable Agent
Runs invoice intake, matching and approval routing for payables.
Payables & Receivables
AI Invoice Intelligence for Manufacturing
Raw material and component invoices are read line by line, checked against your ERP data, and coded before month end.
Supplier invoices in manufacturing are long, dense and easy to get wrong. One mistyped part number or a quiet unit price rise can throw off your costing for months. This build reads every line, checks part numbers and agreed prices against your ERP data, and codes spend to the right plant, line or cost center. Anything that does not match waits for your finance team to decide.
- Every invoice line checked against your ERP part and price data
- Unit price drift flagged before it reaches your product costing
- Raw materials, freight and maintenance coded to the right cost center
$4,900
20–30 working days
Optional maintenance $249/mo
What it is
AI Invoice Intelligence for Manufacturing reads invoices from raw material, component and packaging suppliers, captures part numbers, quantities and unit prices, checks them against your ERP exports and rules, and codes each line. Anything that fails a check is queued for finance. It includes the Manufacturing workflow template. Clean invoices post to your ledger without retyping.
Why businesses buy it
Today someone on your finance team checks part numbers and unit prices by hand, line by line, against the item master. It is slow, it pushes month end back, and small supplier price rises still slip through and erode margin. After this build, clean invoices post on their own and only the real exceptions reach a person, with the invoice image and both figures side by side. The Scope Card spells out the invoice types, fields, rules and connected systems before you pay, so finance knows exactly what will run.
Problems this solves
Supplier unit prices creep up without anyone noticing
The agent captures part numbers, quantities and unit prices from each supplier invoice. It checks them against your ERP exports and rules, so a changed price is flagged for finance.
Purchasing and finance argue over which quantities were invoiced
Every line is captured with its part number and quantity, then checked against your exports. Disagreements start from the same data, and anything that fails a check is queued.
Clerks retype long component invoices line by line
Clean invoices post to your ledger without retyping. The Manufacturing field set handles raw material, component and packaging invoices, each line coded to the right account.
A good fit if
Supplier invoices list many part numbers, and someone checks each line against the item master before entering it.
Unit prices drift from what was agreed, and you want a rule that flags the difference rather than finding it at the audit.
Your ERP can export item, supplier or order data, or offers an API, even if your ledger sits in QuickBooks.
Production, maintenance and packaging spend should land on different accounts or cost centers without manual recoding.
Not the right fit if
You need full matching of each invoice to its purchase order and goods receipt, plus approvals. See AI Accounts Payable Agent.
Your backlog is certificates of conformity, delivery notes or spec sheets rather than invoices. See AI Document Extraction for Manufacturing.
You want spend trends and unusual purchases analyzed after posting. See AI Expense Analysis.
You need a third connected system, for example both an ERP and a separate inventory tool feeding checks. Add a note at checkout for a Change Quote.
How it works
- Supplier invoices collect in one route. The accounts inbox suppliers already use, or an upload folder for scanned paper.
- Line detail is captured. Part number, description, quantity, unit price, purchase order reference, tax and total, up to 25 fields for each invoice type.
- Lines are checked against your ERP data. Rules you set can confirm a part number exists, compare a unit price with your export, and catch a repeated invoice number.
- Spend is coded where it belongs. Raw materials, components, packaging and maintenance can each map to their own account and cost center.
- Failed checks go to a reviewer. A price mismatch, an unknown part or a low-confidence field waits in the exceptions queue with the invoice image.
- Clean invoices post. Checked data is written to QuickBooks or the accounting system you connected.
What you provide within 72 hours
Your portal lists these the moment you order. Delivery starts the working day after everything is in and your access is checked.
- At least 20 real invoices per invoice type, such as raw material, component and packaging invoices, redacted where needed.
- The list of fields to capture, including how suppliers print part numbers and order references.
- The validation rules to apply, for example price tolerance per supplier or which items need a second check.
- Read access to your ERP export or API, and access to the accounting system that receives approved invoices.
- Your chart of accounts and cost centers for production, maintenance and packaging spend.
- Your reviewer for exceptions, plus admin access and API keys for each connected system, never emailed.
- One decision-maker to approve the rules and the accuracy results.
- An API key for your own AI model account (for example OpenAI or Google Gemini), created for this build with a spending limit.
The 72-hour rule. Send everything on your checklist, including access, within 72 hours of ordering so your build starts on time.
Timeline
Start
Intake complete: sample supplier invoices, ERP export and price rules confirmed.
Weeks 1–2
Line-level capture of parts, quantities and prices built and tuned.
Week 3
ERP checks and the accounting destination connected; exceptions queue tested.
Weeks 3–4
100 manufacturing invoices processed; accuracy report reviewed together.
Week 4
Two rounds of changes based on your review.
Go-live
In production, handoff session recorded, 30 days of support under way.
| Option | Delivery time | Price |
|---|---|---|
| Standard | 20–30 working days | $4,900 |
| Express | 15–25 working days | $5,750 |
| Rush | 10–20 working days | $6,600 |
What you receive at handover
- Invoice extraction for raw material, component and packaging invoices on one intake route
- The Manufacturing invoice field set, line coding rules and validation checks against ERP exports
- Connection to one source and one destination system, plus a human review queue
- Test report from 100 sample manufacturing documents, with an accuracy report
- Admin guide and recorded 60-minute handoff session
- 30 days of post-launch support
Expected benefits and how to measure them
- Can spot supplier price changes before they erode margins.
- Helps purchasing and finance work from the same invoice data.
- Price variances caught
- Count unit price mismatches flagged each month and how many led to a supplier query or credit.
- Lines entered by hand
- Compare invoice lines keyed manually per month, before launch and after.
- Invoice processing time
- Time a sample of multi-line supplier invoices from arrival to posting, before and after launch.
Before you start: Note how many supplier invoice lines are keyed each month. Record any price disputes or credits from the last quarter.
These are things to track, not promised results. Outcomes depend on your data, your team and your market.
Running costs
You pay for the build once. Running it costs about $30 to $200 a month in your own accounts for OCR, AI usage and storage; invoices with many lines and pages sit toward the upper end.
Usage during build and testing is billed the same way. The output supports your finance process and is not regulated financial, tax or investment advice.
Ask about running costsCustom requirements
Two-system checks, a fourth invoice type or multi-currency rules beyond what you list at intake go past the Scope Card. Note them at checkout and you get a written Change Quote.
Request a custom versionKeep it running
Monthly maintenance is recommended here: monitoring, fixes and monthly change hours for new suppliers, new part ranges or a tightened price rule. Maintenance starts after the 30 days of support and cancels monthly.
$249/mo (the minimum fee, includes 2 change hours)
Optional. Starts after the post-launch support period. Cancel any month.
How maintenance worksHow this compares
| Do it yourself with a SaaS tool | Hire a custom agency | Upmark Labs | |
|---|---|---|---|
| Price | An ERP's invoice capture module is often licensed per user per year | A custom agency quotes after discovery calls | Ours is one fixed price, shown before you buy |
| Line checks | A generic capture tool reads header totals and skips line detail | An agency build depends on what was agreed | Ours captures part, quantity and price on every line |
| Price drift | A capture tool posts whatever price the supplier printed | Depends on the brief | Ours can flag a unit price that differs from your ERP export |
| Delivery | An ERP module can mean a long implementation project | An agency usually takes several weeks, set per project | Ours has a fixed delivery time shown before you buy, with faster options |
Questions about this product
Can AI Invoice Intelligence for Manufacturing check part numbers against our item master?
Yes, when the item list comes from one of the two connected systems, such as an ERP export or API. A validation rule confirms each part number on the invoice exists. Unknown or mistyped parts are flagged to your reviewer instead of posting, so your stock and cost records stay consistent.
Will it flag when a supplier raises a unit price?
Yes, if you give us the agreed prices and a tolerance as a validation rule. A line whose unit price sits outside that tolerance is held for review with both figures shown. It does not negotiate with suppliers or change prices; it simply stops the difference posting unnoticed.
Our ledger is in QuickBooks but our ERP holds the parts data. Does that work?
Yes. That is the usual setup for this edition: the ERP export or API is the source system for checks and QuickBooks is the destination for approved invoices. Those two connections are the full allowance on the Scope Card, so a third system would need a Change Quote.
How are long, multi-page supplier invoices handled?
Each page is read and the lines are joined into one invoice, up to 25 captured fields per invoice type. Longer invoices simply use more OCR and AI usage, which shows in your running costs of roughly $30 to $200 a month. Page count does not change the build price.
Can it handle invoices in different units of measure?
Yes. During intake you tell us how each supplier prints units, for example kilos, metres, reels or boxes of a hundred. The capture rules record the unit with each line, and a validation rule can flag a line where the unit does not match what your ERP expects, so a box price is never mistaken for a single-piece price.
Does it replace three-way matching?
No. It checks fields against the rules and data you give it, such as part numbers and agreed prices, but it does not match each invoice to a purchase order and a goods receipt with approvals. For that full payables process, with approval routing and payment scheduling, the AI Accounts Payable Agent is the better fit.
Catch the price change before it posts.
Order AI Invoice Intelligence for Manufacturing and supplier invoices are read line by line, checked against your ERP data and coded to the right cost center, on a delivery date fixed before you pay.
Works well with
Payables & Receivables
AI Purchase Order Agent
Creates and tracks purchase orders from approved requests.
Reporting & Analysis
AI Expense Analysis
Analyses spending patterns and highlights unusual expenses.