AI and automation / 2026
Supplier invoices often create the same repetitive sequence: open a document, retype the fields, compare it with the purchase order, file it, and chase an approver. Manual re-entry is slow and is exactly where typing and checking mistakes accumulate.
The document-reading layer extracts supplier, invoice, date, purchase-order, tax, and total fields from different layouts. Rules then verify arithmetic, purchase-order consistency, duplicate status, and supplier bank details. Passing documents can be drafted into the accounting flow, filed, and sent for approval. A changed bank account stops the workflow instead of being silently accepted. UK and US variants demonstrate VAT and sales-tax conventions without changing the control model.
Walkthrough
Fictional supplier and invoice. The document is read into fields, passes four deterministic checks, and is drafted, filed and sent for approval. A second invoice with changed bank details is held.
My part
Decisions
A model may be useful for reading different document layouts, but extracted fields are treated as input to deterministic checks. Reading a number correctly is not the same as authorising a business action.
Net plus tax must equal the total, and the referenced purchase order must agree with the expected amount. These are rule checks, not language-model opinions.
A changed bank account is an exception that stops the workflow. The system does not learn a new payment destination from an invoice and does not update the supplier record automatically.
The workflow can prepare records and reduce retyping, but it does not pay a supplier or replace the final approver. The automation ends at a reviewable draft and clear exception state.
Screens
SYSTEM ARCHITECTURE
Supplier email with the original document
Supplier, dates, purchase order, net, tax and total
Purchase orders, prior invoices, supplier bank details
Arithmetic, purchase order, duplicate, bank details
Accounting draft and stored source document
Stopped invoice with the reason preserved
Final approval and payment authority
System components
More work
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