Payables & Receivables
AI Accounts Payable Agent
Runs invoice intake, matching and approval routing for payables.
Payables & Receivables
AI Invoice Intelligence for Retail
Merchandise, store services and fulfillment invoices are captured, matched to the right store and coded before the margin report runs.
Retail invoices mix merchandise with store services, freight and fulfillment, and every cost needs to land against the right store or channel. When that is done by hand, margin reports run late and stock costs drift. This build reads SKU lines, checks them against your inventory export and your rules, and codes each invoice by store and channel. Anything that does not match is held for your team to review.
- SKU lines checked against your inventory export before posting
- Costs coded to the right store, channel and account
- Stock and store service invoices sorted from one shared inbox
$4,900
20–30 working days
Optional maintenance $249/mo
What it is
AI Invoice Intelligence for Retail reads invoices from merchandise suppliers, store service contractors and fulfillment partners, captures style or SKU lines, quantities and totals, checks them against your inventory export and rules, and codes each invoice to the right store and account. Exceptions wait for review. It includes the Retail workflow template. Your margin report runs on complete numbers.
Why businesses buy it
When merchandise and store invoices are keyed by hand, margins are a guess until month end. Wrong quantities, repeat invoices and costs booked to the wrong store distort the numbers you use to buy, price and plan. After this build, every invoice is checked against your stock data and coded by location as it arrives, so your margin report reflects the real picture. Your team spends its time on the exceptions only. The Scope Card sets out the invoice types, fields and checks before you buy.
Problems this solves
Merchandise invoices don't match what actually arrived in store
The agent captures style or SKU lines and quantities from each supplier invoice. It checks them against your inventory export and rules, and exceptions wait for review.
Costs land on the wrong store or account
Each invoice from merchandise suppliers, store service contractors and fulfillment partners is coded to the right store and account. Retail coding rules are applied consistently.
Margin reports run on incomplete supplier cost data
Invoices are captured as they arrive on one intake route, so fewer sit unprocessed. Your margin report can run on complete numbers rather than estimates.
A good fit if
Merchandise invoices list many SKUs or style codes, and someone checks them against what the stock system expects.
You trade from several stores or from stores and online, and costs must land against the right location.
Store cleaning, maintenance and shopfitting invoices arrive mixed in with stock invoices in one inbox.
Your POS or inventory system can export item data, and your books run in QuickBooks or a similar ledger.
Not the right fit if
You want competitors' and marketplaces' prices tracked, not supplier invoices processed. See AI Price Monitoring for Retail.
You need answers to questions about sales, stock and margin across your data. See AI Data Analyst Agent for Retail.
Shoppers' stock and click-and-collect questions are the bottleneck. See AI Operations Assistant for Retail.
You need approvals by store manager and payment runs included. See AI Accounts Payable Agent.
How it works
- Supplier invoices gather in one route. Head office's accounts inbox, or a folder where store teams upload paper copies.
- Retail fields are captured. Supplier, invoice number, delivery or store reference, SKU or style lines, quantities, unit cost, tax and total, up to 25 fields per type.
- Lines are checked against stock data. A rule can confirm each SKU appears in your POS or inventory export, and sums and repeat numbers are checked too.
- Each invoice is placed. Merchandise, store services and fulfillment costs map to the accounts and store or channel cost centers you use.
- Exceptions are queued. An unknown SKU, a missing store reference or an uncertain field goes to the reviewer with the invoice open beside it.
- Approved invoices post. Clean data reaches QuickBooks or your ledger, ready for the margin and store reports.
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 type, such as merchandise, store services and fulfillment invoices, redacted if needed.
- The fields to capture, including how suppliers print store, delivery and SKU references.
- Validation rules, for example which SKUs must exist in your export and how to treat an invoice with no store named.
- Read access to your POS or inventory export, and access to the accounting system as destination.
- Your chart of accounts plus the store and channel cost centers you report on.
- The reviewer for exceptions, and admin access and API keys for each connected system, never by email.
- One decision-maker who signs off the rules and accuracy report.
- 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 done: invoice samples, store list and inventory export confirmed.
Weeks 1–2
SKU line capture and store coding built for each invoice type.
Week 3
Inventory export check and accounting destination connected; queue tested.
Weeks 3–4
Accuracy report from 100 retail invoices shared with you.
Week 4
Changes from your review, in two rounds.
Go-live
Live for head office and stores; recorded handoff; 30 days of support.
| 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 merchandise, store service and fulfillment invoices on one intake route
- The Retail invoice field set, store and account coding rules and checks against your inventory export
- Connection to one source and one destination system, plus a human review queue
- Test report from 100 sample retail 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 help catch invoiced quantities that don't match what was received.
- Makes store-level cost and margin figures more dependable.
- Quantity mismatches caught
- Count invoice lines flagged against the inventory export each month and how many led to a supplier claim.
- Store coding corrections
- Count invoices moved to a different store or account after posting, a quarter before launch and after.
- Unprocessed invoices at month-end
- Count supplier invoices still waiting on the last day of each month, before and after launch.
Before you start: Note last quarter's store coding corrections and supplier quantity disputes. Record the usual month-end invoice backlog.
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 costs sit in your own accounts at roughly $30 to $200 a month for OCR, AI usage and storage, and rise in peak buying months when more invoice pages arrive.
Usage during the build and testing is billed to you directly. It supports finance operations and is not regulated financial, tax or investment advice.
Ask about running costsCustom requirements
Separate intake per store, a fourth invoice type, or reading both a POS export and an ecommerce platform as sources goes beyond this scope. Add a note at checkout for a written Change Quote.
Request a custom versionKeep it running
Monthly maintenance is recommended: monitoring, fixes and monthly change hours, enough for a new store, a new supplier layout or a change to your cost centers. Maintenance starts after the 30 days of support and cancels any month.
$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 | Retail AP tools often charge per invoice or per store | A custom agency quotes after discovery calls | Ours is one fixed price, shown before you buy |
| Store coding | A generic capture tool leaves store allocation to you | An agency build depends on what was agreed | Ours codes each invoice to the store or channel you report on |
| SKU check | A capture tool reads lines but never checks them against stock data | Depends on the brief | Ours checks SKUs against your POS or inventory export |
| Delivery | A retail suite may need your stock system replaced first | 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 Retail code invoices to individual stores?
Yes. You give us your store and channel cost centers and the rules for choosing between them, usually a store or delivery reference on the invoice. Each invoice is coded to that store, and any invoice without a clear store goes to your reviewer instead of a default account.
Does it check SKUs against our stock system?
Yes, if your POS or inventory export is the source system. A validation rule confirms each SKU or style code on the invoice exists in that export. New or mistyped codes are flagged, which catches supplier errors before they distort your stock valuation and margins.
We sell in stores and online. Can both sides be coded?
Yes. Online fulfillment and marketplace-related invoices can be one invoice type and coded to an online channel cost center, while store invoices go to store cost centers. Reading data from your ecommerce platform as an extra source would be a third system and needs a Change Quote.
Can each brand in our group keep separate books?
Not inside the standard scope, which supports one set of coding. The Multi-Brand Setup add-on gives each brand its own configuration, and the Multi-Location Setup add-on handles many stores under one brand. Both are added to the same order, so you do not buy the build twice, and both are listed with their prices in the add-on panel.
Which retail invoice types are built in?
Four come ready: stock and merchandise suppliers, freight and fulfillment, store utilities and rent, and marketing services. Each has cost codes per store and channel, and examples tuned for SKUs, purchase orders and supplier credit notes. During intake you pick up to three that matter most and confirm the fields to capture for each one.
What happens during peak season when invoice volume doubles?
The same build handles it; there is no per-invoice charge from us. Higher volume means more OCR and AI usage in your own accounts, so running costs move toward the top of the $30 to $200 range. The exceptions queue grows only if more invoices fail your checks.
Put every supplier invoice against the right store.
Order AI Invoice Intelligence for Retail and merchandise and store invoices are checked against your stock data and coded by store and channel, on a delivery date fixed before you pay.
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