Payables & Receivables
AI Accounts Payable Agent for Tally
Runs invoice intake, matching and approval routing for payables, connected natively to Tally so it reads and updates purchase and payment vouchers,…
Payables & Receivables
AI Accounts Payable Agent
Invoices come in, get matched, routed for approval, and scheduled for payment, inside the rules your finance team already sets.
Supplier invoices bounce between inboxes, approvals depend on who remembers, and payment runs get pieced together in a spreadsheet. This agent takes each invoice from arrival to payment run: it matches it to the purchase order and receipt, sends it to the right approver under your limits, and lines it up for payment. Nothing above your threshold moves without a person saying yes.
- Three-way matching done before an approver ever sees the invoice
- Approval limits applied the same way, every single time
- Payment runs scheduled from approved invoices, not a spreadsheet
$5,900
20–30 working days
Optional maintenance $295/mo
What it is
AI Accounts Payable Agent is an agent that runs your payables workflow end to end: it takes in an invoice, matches it to the purchase order and receiving record, routes it for approval against your limits, and schedules the payment run. A person approves anything above your threshold before money moves. Every step is logged for your auditors.
Why businesses buy it
Slow payables cost money in quiet ways: missed early payment terms, late fees, strained supplier relationships and finance staff chasing signatures instead of analyzing spend. When approvals rely on memory, mistakes and double payments follow. After this build, every invoice follows the same path, matched, approved within your limits and scheduled, with a clear record of who approved what. Your team handles only the exceptions. The Scope Card fixes the workflows, systems and approval rules in writing before you buy, so finance can plan with certainty.
Problems this solves
Invoices get paid without checking what was ordered and received
The agent matches each invoice to its purchase order and receiving record before anything moves forward. Mismatches are held, so you pay for what was actually ordered and delivered.
Approvals stall in someone's inbox and suppliers chase payment
Each invoice is routed for approval against your limits, using up to six workflows with your own approval rules. Approvers know what is waiting, and invoices stop disappearing in email.
Payment runs are pulled together by hand at the last minute
Approved invoices are scheduled into a payment run automatically. A person approves anything above your threshold before money moves, so control stays with your team.
Auditors ask who approved a payment and nobody can show it
Every step is logged, from intake to approval to the payment run. Your auditors can see who approved what and when, without anyone rebuilding the trail from emails.
A good fit if
Invoices currently move through several people's inboxes before anyone approves them, and the process takes days longer than it should.
You already have approval limits and a payment cadence in mind, and want them enforced automatically instead of relied on by memory.
You want three-way matching, invoice against purchase order against receiving record, done before an invoice ever reaches an approver.
You use QuickBooks, Xero, NetSuite or a similar system, and want payment runs scheduled from inside that workflow, not a spreadsheet.
Not the right fit if
You only need invoices extracted and coded, without approval routing or payment scheduling. See AI Invoice Intelligence, which does the extraction step alone.
You specifically need vendor-invoice-to-purchase-order matching and status answers, not the whole payment workflow. See AI Vendor Invoice Agent, built for that.
You need more than six workflows or more than two connected systems with write access. Add a note at checkout for a quote, or use our Custom AI enquiry form.
You need this run across more than one channel at once, for example separate payables processes per business unit. This build covers one channel; a second is priced separately.
How it works
- An invoice enters the workflow. It arrives through the channel you connected, whether that is an inbox, a portal or your accounting system's own intake.
- It is matched against the purchase order and receipt. A three-way match checks the invoice, the PO and what was actually received line up.
- It is routed for approval. Based on your approval limits, the invoice goes to the right approver, or straight through if it is within pre-approved rules.
- Exceptions are queued for finance review. A mismatch, a missing PO, or an amount over a threshold stops the invoice and flags it for a person.
- A payment run is proposed. Approved invoices are grouped into a scheduled payment run inside your accounting system, ready for a final sign-off.
- Nothing pays without your say. It proposes and schedules; a person approves every payment run before money actually moves.
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.
- Your business information (company basics, hours and brand voice), shared during intake, or confirmation we can reuse what you gave us on an earlier order.
- Admin or API access to your accounting system, with sandbox or test records if you have them.
- Your chart of accounts, approval limits and payment cadence, written out as your rules and playbook.
- 10 real sample invoices or payables emails, so the matching logic learns from what you actually receive.
- The name of the approver for any action that needs a person to sign off.
- Admin access and API keys for each connected system, shared by adding our team as a user or creating a key you control, never by email.
- A named approver on your team who can sign off decisions during setup and confirm the go-live.
- 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 verified, accounting access and approval rules confirmed.
Weeks 1–2
Matching, approval routing and payment scheduling built.
Week 3
Accounting system connected with read and write access.
Weeks 3–4
50 documented test scenarios run, results shared with you.
Week 4
Your review and two rounds of changes.
Go-live
Live, recorded handoff session, support starts.
| Option | Delivery time | Price |
|---|---|---|
| Standard | 20–30 working days | $5,900 |
| Express | 15–25 working days | $6,800 |
| Rush | 10–20 working days | $7,650 |
What you receive at handover
- The payables agent running your workflow from intake to payment run, on one channel
- Read and write connections to up to two systems, such as your accounting system and inbox
- Up to six workflows set up with your approval limits and threshold
- A step-by-step log of every invoice for audit
- Test report covering 50 documented scenarios
- Admin guide, recorded 60-minute handoff session and 30 days of support
Expected benefits and how to measure them
- Can help suppliers get paid on time with less chasing.
- Helps prevent payments for goods that were never ordered or received.
- Makes audit questions about approvals quicker to answer.
- Invoice cycle time
- Measure days from invoice receipt to approval for a sample of invoices, a month before launch and a month after.
- Late payment charges
- Add up supplier late fees or reminders received in the quarter before launch and the quarter after.
- Mismatches caught
- Count invoices held for purchase order or receiving mismatches each month.
Before you start: Time how long invoices take from arrival to approval today. Note last quarter's late fees and supplier chasers.
These are things to track, not promised results. Outcomes depend on your data, your team and your market.
Running costs
The build price is one-time. Running it costs roughly $50 to $250 a month, covering AI model usage and hosting in your own accounts, on top of your existing accounting or ERP plan.
You are billed directly for AI usage during the build and testing as well, keeping every provider account in your name. This is operational workflow support, not regulated financial, tax or investment advice.
Ask about running costsCustom requirements
If you need something outside the Scope Card, add a note at checkout. You get a written Change Quote, and that work only starts once you accept it. Your original order runs on its normal timeline either way. Larger or bespoke projects go through the Custom AI request form.
Request a custom versionKeep it running
We recommend monthly maintenance: monitoring, fixes, and a monthly allowance of change hours, enough to adjust an approval limit or add a workflow rule. It kicks in after the 30 days of support, bills monthly, and can be cancelled any month.
$295/mo (5% of the build price a month, 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 AP automation SaaS charges per invoice processed, and the bill grows with volume | A custom agency quotes after discovery calls | Ours is one fixed price, shown before you buy |
| Scope | An AP automation SaaS is a general platform you configure workflow by workflow | An agency agrees scope during the project | Ours is written on the Scope Card before purchase |
| Delivery | An AP automation SaaS is live once you finish building your own approval flows | An agency usually takes several weeks, set per project | Ours has a fixed delivery time shown before you buy, with faster options |
| Payment control | An AP automation SaaS varies by plan on whether payments need manual sign-off | An agency build depends on what was agreed | Ours always requires a person to approve the payment run |
Questions about this product
Does AI Accounts Payable Agent ever pay a supplier on its own?
No. It matches invoices, routes them to approvers and prepares the payment run, but money only moves when a person approves anything above the threshold you set. Every decision is logged with who approved it and when, so your finance team and your auditors can follow each invoice from arrival to payment.
How much does it cost to run AI Accounts Payable Agent each month?
Roughly $50 to $250 a month, covering AI model usage and hosting in your own accounts, plus whatever you already pay for your accounting or ERP system. Monthly maintenance is separate and optional, for ongoing changes. It starts after the post-launch support period and covers monitoring, fixes and change hours to adjust an approval limit or add a workflow rule.
Can AI Accounts Payable Agent actually send payments on its own?
No. It matches invoices, routes them for approval, and proposes a payment run inside your accounting system, but a person always approves the run before any money moves. Nothing pays automatically, regardless of invoice amount or how confident the match was.
Is my accounting data secure with AI Accounts Payable Agent?
Yes. Admin and API access are shared by adding our team as a user or creating a key you control during intake, never by email, and the build works only inside the systems you connected. This is operational workflow support, not regulated financial or investment advice, and exceptions always route to a person.
What do we need ready before AI Accounts Payable Agent is built?
Access to your accounting or ERP system, your approval limits and who signs at each level, your payment cadence, and a set of real invoices with their purchase orders and receiving records. These are due within 72 hours of ordering. The delivery clock starts once intake is complete, not on the day you order.
Can I change my approval limits after AI Accounts Payable Agent launches?
Yes. Adjusting an approval limit or adding a workflow rule fits inside the monthly change hours that come with maintenance. Adding a seventh workflow or a third connected system is a bigger change, so it gets a written Change Quote first and only starts once you accept it. Your existing workflows keep running in the meantime.
Can I cancel the AI Accounts Payable Agent maintenance?
Yes, in any month. Plans bill monthly with no lock-in, and the build keeps running either way; cancelling only stops the included monitoring, fixes and hours. The 30 days of post-launch support that come with every order continue regardless of a plan.
Who owns the AI Accounts Payable Agent workflow once it is built?
You do. The matching logic, approval routing and payment rules built for you belong to your business, and every transaction happens inside your own accounting system under your own credentials, not ours. If maintenance lapses, the workflow keeps running as before.
Let payables run on your rules, not on memory.
Order AI Accounts Payable Agent and it matches, routes and schedules invoices for payment under your own approval rules, on a delivery date fixed before you pay.
Works well with
Payables & Receivables
AI Accounts Payable Agent for NetSuite
Runs invoice intake, matching and approval routing for payables, connected natively to NetSuite so it reads and updates vendor bills, vendors, purchase…
Payables & Receivables
AI Accounts Payable Agent for Xero
Runs invoice intake, matching and approval routing for payables, connected natively to Xero so it reads and updates bills, supplier contacts, purchase…