Why teams switch
Accounts payable that checks itself — and a person who decides
Manual matching is slow, and the mistakes it misses cost real money. AI Matrix does the reading and checking so your team only handles what matters.
Reads any supplier document
PDFs, scans, photos, Excel and CSV. Every header field and line item, with a confidence score on each.
Matches invoices to POs
Pairs each invoice with its purchase order by number, then compares every line — price, quantity and SKU.
Risk signals before payment
Flags changed bank details, duplicate and look-alike invoices, and vendors that aren't on your list. A person makes the final call.
People stay in control
Approve, hold, reject or request a correction. Amount-based limits make sure the right person signs off.
Audit trail you can trust
Every document, check, view and decision is logged with who and when. The log is append-only — nobody can edit it.
Fits your accounting stack
Approved invoices go out as a signed webhook or a CSV import. Native QuickBooks Online and Xero connectors are next on the roadmap.
How it works
From inbox to approved in four steps
- Step 1
Send documents
Forward supplier emails to your workspace address, or drag in PDFs and spreadsheets.
- Step 2
AI reads and matches
Each invoice is read line by line and matched to its purchase order automatically.
- Step 3
11 checks run
Prices, quantities, totals, dates, duplicates, vendors and bank details are checked against your rules.
- Step 4
People decide
Clean invoices route by amount. Exceptions come with a plain-English explanation and the evidence side by side.
11 checks before approval
Every invoice checked against your rules.
Set your tolerances once. AI Matrix checks every invoice consistently and sends anything outside your rules to a person for review.
- V1Purchase order exists and is open
- V2Vendor matches the purchase order
- V3Quantity within what was ordered
- V4Price matches your approved tolerance
- V5Invoice math checks out
- V6Not a duplicate
- V7Vendor bank details haven't changed
- V8Currency matches
- V9Dates and terms match
- V10AI is confident in what it extracted
- V11Vendor is approved
What your team sees
When an invoice doesn't match, you see exactly what and why.
No digging through PDFs. The exception shows the PO price, the invoice price and the money at stake, and goes to the person your approval rules name.
- Routed by amount — for example, Manager approval over $10,000
- Payment waits until a person approves, holds, requests a correction or rejects
- Every decision is saved to the audit trail
Invoice SMH-8821 doesn't match PO-10484
Summit Material Handling · Pallet rack upright frame 42x96 · 60 units
| Line | PO | Invoice |
|---|---|---|
| Unit price | $212.00 | $228.50 |
| Difference | — | +$16.50 / +7.8% |
| Line total (60 units) | $12,720.00 | $13,710.00 |
| At stake | — | +$990.00 |
Your price tolerance is ±1%. This line is 7.8% over the PO, so the invoice waits for a person. At $23,219.63 in total, it needs Manager approval.
Built for finance teams that can't afford mistakes
Your documents stay yours. Every decision is on record.
Read the security overviewSeparate workspaces
Each company's data is isolated in the database itself, not just hidden in the app.
Bank numbers never stored
We keep a one-way fingerprint to spot changes, plus the last four digits.
Human approval
Only clean invoices under your limit, from vendors with verified bank details, can skip a person — and only if you switch it on.
Append-only audit log
Every read, check, view and decision is logged and can't be changed.
Role-based access
Owners, admins, approvers, reviewers and viewers each do only what they should.
Encrypted & private
Encrypted in transit and at rest. Files are shared only through short-lived links.
The 14-day pilot
Proof on your own invoices, in two weeks
We agree the goals on day 1 and measure them from your real documents. On day 14 you get a scorecard, not a sales pitch.
- Documents processed against target
- Share of invoices matched to a PO
- Overcharges and duplicates caught, in dollars
- Time saved, from assumptions you set
- Day 1Kick-offVendor list with verified bank details, approval limits, email forwarding and success goals.
- Days 2–3BacklogLast month's POs and invoices loaded, so matching is proven on documents you already know.
- Days 4–10LiveNew invoices arrive by email and upload. Your team reviews exceptions. Check-in call on day 7.
- Days 11–13ReviewExceptions, reading accuracy and time saved reviewed with your AP team.
- Day 14DecisionScorecard and results report. The pilot fee is credited to your first month.
Pricing
Start with a paid pilot. Scale when it pays off.
Pilot
A 14-day pilot on your own purchase orders and invoices, set up with you.
$1,000 for 14 days
- Up to 1,500 documents in 14 days
- Rules, approval limits and vendor list set up with you
- Day-7 check-in and a day-14 results report
- Fee credited to your first month
Business
For distributors processing up to 3,000 documents a month.
$1,500 / month
- 3,000 documents / month
- Email intake
- Webhook to your accounting or ERP
- Monitoring and support
Pro
Multiple workflows and integrations.
$3,000 / month
- 10,000 documents / month
- Everything in Business
- Custom validation rules
- Priority support
Need more volume, SSO or custom integrations? See Enterprise →
Questions, answered
Do we need to change our accounting system?+
No. AI Matrix sits in front of it. Approved invoices are sent through a signed webhook (Zapier, Make, Power Automate or your own service) or exported as CSV. Native QuickBooks Online and Xero connectors are next.
Will the AI post anything on its own?+
Not unless you switch on auto-approval, and even then only for invoices that pass every check, come from a known vendor with a matching bank account, and are under your limit.
What documents can it read?+
PDF invoices and purchase orders (digital or scanned), photos (PNG, JPG, WEBP), and CSV or Excel files, up to 25 MB each.
How is our data protected?+
Each company's data is separated at the database level, files are private, bank numbers are never stored, and every action is logged. Documents are read with Anthropic's Claude API, which doesn't use API data to train its models by default. See our security page for details.
Is this fraud detection?+
No. AI Matrix raises risk signals — a changed bank account, a duplicate, an unknown vendor — and a person decides. It never pays anyone and never changes bank details on its own.
How does the 14-day pilot work?+
Day 1 we set up your vendors, approval limits and email forwarding together. Days 2–3 we load last month's documents; from day 4 new invoices flow in live. On day 14 you get a scorecard: documents processed, match rate, money flagged and time saved against the goals we agreed on day 1.
See it on a realistic workload today
Open the demo workspace: a month of sample POs and invoices, every kind of exception, approval history and a guided tour. No sign-up needed.
or start a free trial on your own documents