Invoice verification is one of the most time-consuming processes in Accounts Payable. Manually finding the right purchase order, matching receipts, and comparing line-item detail consumes hours of your team’s time. IntelliChief’s AI-enabled invoice verification software automates this process end-to-end—validating, matching, GL coding, and vouchering invoices directly inside your ERP (SAP ECC, SAP S/4HANA, Oracle EBS, JD Edwards, or Infor).
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Validating, matching, and GL coding a simple invoice may only take a few minutes. But for complex invoices with multiple line items, the process can take 10-15 minutes each. Multiply that across hundreds of thousands of invoices a year, and the inefficiency becomes massive. IntelliChief’s AI-enabled invoice verification software eliminates these manual steps by robotically matching, validating, and vouchering invoices within your ERP—accelerating the invoice validation process while ensuring complete accuracy.
GL coding and vouchering a complex invoice are time-consuming. AI-enabled AP automation solutions are engineered to maximize the efficiency of your AP department to either reduce or totally eliminate the manual steps required to validate, match, GL code, and voucher an invoice in the ERP.
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What Exactly is Invoice Validation?
The invoice validation process involves verifying every incoming invoice before payment approval. Traditionally done manually, this step ensures accuracy in vendor details, item quantities, and pricing. Today, invoice verification software like IntelliChief automates this validation in real time—checking every line item, flagging discrepancies, and posting directly to your ERP.
It is an essential part of the organizational workflow to prevent fraud, eliminate duplicate payments, capture early payment discounts, improve cash flow management, and ensure compliance, not only with internal processes and contracts, but also with applicable governmental regulations.
How Invoice Validation is Traditionally Done
Without invoice validation software, here’s how validation is usually done:
1. Invoice validityValidating the invoice itself: valid vendor, shipping address, receiving address, payment address |
2. MatchingMatching of line item detail (unit price, quantity, part/item number, etc) contained in the ERP. Identifying and matching to receipt of items, damaged goods, special charges, etc. |
3. Exception Handling and ApprovalWorkflow for steps to reconcile discrepancies in the matching process, dependent on what the discrepancies are. Could require buyer, vendor, or management involvement in the process based on what did not match. |
4. GL coding and vouchering for paymentValidating the correct GL coding and vouchering the invoice for payment when all discrepancies have been resolved. The GL coding and vouchering activities are performed by IntelliChief, never requiring AP staff to do those activities in the ERP. |
Understanding the Invoice Validation Process
In a manual environment, the invoice validation process depends on employees manually comparing invoices, purchase orders, and receipts. This not only slows down approvals but also increases the risk of mismatched data and payment errors.
IntelliChief’s AI-enabled business process automation platform removes those inefficiencies with Intelligent Capture, robotic validation, and Match2ERP AI agents that ensure data accuracy before vouchering.
This real-time validation allows AP teams to identify mismatches instantly, whether it’s a quantity issue, duplicate invoice, or supplier price variation, without logging into the ERP.
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Risks of the Manual Validation Process
Human ErrorSince data is entered manually, often into spreadsheets or basic accounting systems, there’s a high chance of mistakes in recording amounts, dates, or invoice numbers. With no invoice validation software to check the documents, small typos, decimal errors, or mismatches can lead to major discrepancies, resulting in overpayments, underpayments, or incorrect entries in financial records. |
EfficiencyEmployees spend considerable time printing, filing, reviewing, matching, researching exceptions, communicating with buyers, approving invoices before manually GL coding, and vouchering the invoice for payment. This inefficiency increases administrative costs and can slow down other important finance tasks. |
Status TrackingSince approvals and validations are often done outside the ERP system through physical signatures or email trails, it becomes difficult to know the exact status of an invoice at any given moment in the payment cycle. This delay can result in late payment penalties, strained vendor relationships, and missed early-payment discounts. |
Simplify Your Invoice Validation Process with IntelliChief
With IntelliChief, you can automate your entire accounts payable process. Whether you’re looking for an invoice checker to quickly verify charges or a full-scale invoice verification software to integrate with your ERP, IntelliChief delivers both—ensuring straight-through processing and zero manual entry.
Our platform leverages AI, Machine Learning, and robotic automation to collect your invoices and check to see if the charges are correct. And if there’s something that can’t be verified, automatically route them to an employee for resolution. It can even convert part numbers if they differ from the Purchase Order.
If the invoice is correct but needs to be approved before it’s paid, IntelliChief’s platform enables you to get them sent to the correct people, right away. No need to print out the invoice, deliver it, and get it signed while the supplier waits for their payment—IntelliChief handles the bulk of the work for you.
You can even code special charges, like taxes and freight, and pass them to your ERP to quickly create your vouchers. In addition, special charges like tax and freight can be coded on the invoices and passed to the ERP to create the voucher.
Our software can also:
Example
Order 4 units, but receive 2 boxes of 2 units each? IntelliChief understands that you got what you ordered – even if you and the vendor use different measurements or part numbers.
Example
Once your invoices are validated, IntelliChief can import the data directly into your ERP, which means no more manual keying for your Accounts Payable team.
Our system is designed to work with various types and formats of invoices. It can reconcile PDFs, faxes, and paper documents that are scanned into the system. And, Intelligent Capture interprets context-sensitive fields regardless of the invoices’ layout. IntelliChief can quickly deal with all of your Accounts Payable content, even processing many of your invoices straight through.
Prevent Duplicate Payments with Our Invoice Verification Software
As part of the validation process, our program communicates with your accounting system to make sure the invoice hasn’t already been paid. This helps you prevent improper payments from being issued, while making it easier to control your cash flow. (Plus, if you’re ever audited, our invoice system provides a comprehensive record of all your outgoing payments—making it easy to see where every dollar was spent.)
Ready to streamline your invoice validation process with IntelliChief’s AI-enabled invoice verification software? Schedule a 30-minute demo or contact us to discuss your AP automation roadmap.
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