A regional distribution group was drowning in supplier invoices. Framworq built an AI accounts-payable engine that reads every invoice, validates it against the PO, syncs it to Xero and routes approvals — so the team reviews exceptions instead of typing.
A fast-growing distribution group was processing ~1,240 supplier invoices a month by hand. Framworq replaced the manual pipeline with an AI accounts-payable engine — capture, extraction, PO matching, approval routing and Xero sync. Manual data entry fell 95% and the finance team reclaimed roughly three days a week.
Hundreds of invoices keyed by hand each week, late payments and no live view of what was owed.
Invoices captured from the inbox, extracted, validated against POs and posted to Xero automatically.
Nine in ten invoices flow straight through; only true exceptions reach a person.
The team shifted from data entry to reviewing exceptions and managing cash flow.
Details are anonymised at the client’s request — the profile below reflects the real engagement.
More branches meant more suppliers, more invoices and more manual work — and the finance team was absorbing all of it by hand.
Every supplier invoice was downloaded from the inbox and typed into Xero line by line — hours of work daily.
Staff cross-checked each invoice against purchase orders in spreadsheets, so mismatches slipped through.
Sign-off chains lived in inboxes, so invoices waited days for a reply and payment runs slipped.
Missed due dates meant avoidable late fees and strained supplier relationships.
Re-keying thousands of figures a month introduced duplicates and wrong amounts into the ledger.
Leadership only learned what was owed after month-end, so cash decisions ran on stale numbers.
This is how one invoice used to travel — every hand-off done by a person, every delay compounding.
We agreed the targets up front, so the build was measured against outcomes — not features.
Stop the team re-keying invoice data into the ledger.
Cut approval delays so invoices clear before their due date.
Validate every invoice against its PO before it posts.
Give leadership real-time payables, not month-end surprises.
Automate the busywork, but keep approval and edge cases with people.
Build on Xero and the current inbox — no rip-and-replace.
Framworq built an AI accounts-payable engine that watches the supplier inbox, reads each invoice, validates it against the matching purchase order, routes anything that needs sign-off, and posts the rest straight to Xero.
It runs on the tools the team already had — Xero, their shared inbox and messaging — orchestrated with n8n and an AI extraction model. People stay in the loop for approvals and exceptions; the engine does the typing, matching and posting.
Every step below runs automatically — a person only steps in to approve, or when the engine flags an exception.
Seven components working together — each one replacing a manual step.
Reads PDFs, scans and emailed invoices, and extracts vendor, dates, line items and totals — in any layout.
Connects to the supplier inbox and Xero through official APIs, so invoices post to the real ledger.
Matches every invoice to its purchase order and checks amounts, tax and duplicates before anything posts.
Sends invoices over threshold to the right approver with a one-tap sign-off, and remembers the rules.
Anything the engine isn’t sure about — a mismatch, a new vendor — is escalated to a person with context.
A live view of what’s owed, what’s approved and what’s overdue — refreshed as each invoice moves.
Every extraction, approval and posting is logged, so month-end and compliance checks are clean.
Structured, low-risk and collaborative — the team saw working automation early and shaped it as we went.
Mapped the current AP flow, invoice formats, approval rules and Xero setup with the finance team.
Built the extraction, PO-matching and routing logic, tuned on a batch of the client’s real invoices.
Connected Xero and the inbox, ran the engine in parallel with the manual process and compared results.
Went live, trained the team on exceptions and the dashboard, and set up monitoring.
A GPT-class vision model reads and structures every invoice, whatever its layout.
n8n orchestrates capture, validation, routing and posting end to end.
Official Xero and Gmail APIs read and write live financial data.
Slack and WhatsApp handle one-tap sign-off and exception notifications.
The AP dashboard the finance team works from — every invoice, its status and what needs a human.
Interface shown is representative of the delivered system.
“We went from dreading the invoice pile to barely thinking about it. The team spends its time on the exceptions that actually matter, and I can finally see what we owe in real time.”
The same building blocks can be assembled for your finance workflows.
Invoicing, reconciliation and payment follow-ups kept accurate and on time.
Learn more →Connect your accounting platform, inbox and payment gateways into one system.
Learn more →Live dashboards for payables, cash flow and ageing balances.
Learn more →See the full picture of what AI automation does for finance teams.
Learn more →Approvals, expense capture and back-office tasks handled automatically.
Learn more →See the full range of AI automation we build across finance, operations and data.
Browse all →
