ERP
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Accounts payable automation with AI: DDTs and invoices in the ERP
Yellow Tech builds AI agents for document automation in accounts payable, for companies in Italy.Yellow Tech builds AI agents for document automation in accounts payable, for companies in Italy.
What is an AI agent for accounts payable?
Accounts payable is the process that runs from the order placed with a supplier to payment of the invoice.
An AI agent reads delivery notes and invoices, checks them against the order and prepares the entry in the ERP. What does not match goes to a queue.
A DDT, read and checked against the order
How an AI agent for accounts payable works
The document arrives
By email, shared folder, certified email (PEC), supplier portal or manual upload.By email, shared folder, certified email (PEC), supplier portal or manual upload.
The agent reads it
From a PDF, scan, photo or XML (FatturaPA) it extracts numbers, lines and quantities.From a PDF, scan, photo or XML (FatturaPA) it extracts numbers, lines and quantities.
It checks against the order
It matches each line to the purchase order, invoice included, and flags those that do not match.It matches each line to the purchase order, invoice included, and flags those that do not match.
It prepares the entry
What matches is ready to import into the ERP.What matches is ready to import into the ERP.
A person decides the exceptions
Document, data read and reason it stopped.Document, data read and reason it stopped.
AI agent or the AI built into the ERP
- When it is enough
- Invoices arrive as XML from the SDI and the warehouse already posts goods receipts
- Where it stops
- It usually reads invoices, not supplier DDTs
- When it is enough
- DDTs and invoices from different suppliers, as PDFs, scans or photos, with the company’s own rules
- Where it stops
- It needs a dedicated project
| When it is enough | Where it stops | |
|---|---|---|
| AI feature of the ERP | Invoices arrive as XML from the SDI and the warehouse already posts goods receipts | It usually reads invoices, not supplier DDTs |
| Custom AI agent | DDTs and invoices from different suppliers, as PDFs, scans or photos, with the company’s own rules | It needs a dedicated project |
Integration with ERPs and accounting systems: SAP, Zucchetti, TeamSystem
The ERP does not change: the agent connects to the systems already in use, if they have APIs or a data import.The ERP does not change: the agent connects to the systems already in use, if they have APIs or a data import.
Email inbox
Reads the attachments of the dedicated inbox.Reads the attachments of the dedicated inbox.
Shared folder
Reads the files that arrive and discards those that are not needed.Reads the files that arrive and discards those that are not needed.
ERPs and accounting systems: SAP, Zucchetti, TeamSystem, Dynamics, Oracle, Odoo
Through APIs or a data import; the result can also come out as an Excel file.Through APIs or a data import; the result can also come out as an Excel file.
Frequently asked questions about accounts payable with AI
An AI agent reads the PDF, scan or photo and picks out number, date, supplier, lines, codes and quantities. Usually no template per supplier is needed.An AI agent reads the PDF, scan or photo and picks out number, date, supplier, lines, codes and quantities. Usually no template per supplier is needed.
Three-way matching checks the invoice, the purchase order and the DDT against each other before paying. The agent does it line by line: if the delivered quantity differs from the ordered one, the line goes to a person with the documents side by side.Three-way matching checks the invoice, the purchase order and the DDT against each other before paying. The agent does it line by line: if the delivered quantity differs from the ordered one, the line goes to a person with the documents side by side.
Usually a person confirms; the agent can post on its own the documents read with high confidence. Every operation stays in the log.Usually a person confirms; the agent can post on its own the documents read with high confidence. Every operation stays in the log.
OCR software turns the image into text, and template-based intelligent document processing needs one template for each supplier layout. The agent also understands what the text means and matches the lines to the order, so with a new layout there is usually no starting over.OCR software turns the image into text, and template-based intelligent document processing needs one template for each supplier layout. The agent also understands what the text means and matches the lines to the order, so with a new layout there is usually no starting over.
It depends on how legible they are. Fields read with low confidence are flagged.It depends on how legible they are. Fields read with low confidence are flagged.
The document goes to a queue with the reason written down, for example “code not found” or “quantity differs from the order”. Tolerances are set for small differences; a partial delivery stays flagged with the quantity that is missing.The document goes to a queue with the reason written down, for example “code not found” or “quantity differs from the order”. Tolerances are set for small differences; a partial delivery stays flagged with the quantity that is missing.
No. The agent works with the ERP already in use: SAP, Zucchetti, TeamSystem, Microsoft Dynamics, Oracle, Odoo or a custom ERP.No. The agent works with the ERP already in use: SAP, Zucchetti, TeamSystem, Microsoft Dynamics, Oracle, Odoo or a custom ERP.
It depends. Many ERPs already import the XML from the SDI. What remains is matching the invoice to the DDT when the DDT arrives as a PDF or on paper, and the PDF invoices from foreign suppliers.It depends. Many ERPs already import the XML from the SDI. What remains is matching the invoice to the DDT when the DDT arrives as a PDF or on paper, and the PDF invoices from foreign suppliers.
Yes, with the same pattern. For electricity and gas bills the agent checks that the sum of the lines matches the printed totals and puts the result in an Excel file; it builds product sheets starting from the manufacturer’s website.Yes, with the same pattern. For electricity and gas bills the agent checks that the sum of the lines matches the printed totals and puts the result in an Excel file; it builds product sheets starting from the manufacturer’s website.
The same kind of agent works on customer orders, which arrive by email, as PDFs, Excel files or WhatsApp messages. It recognizes the customer, matches each line to one of the company’s items and prepares the lines for the ERP. If a quantity or an item is missing, the order goes to the queue.The same kind of agent works on customer orders, which arrive by email, as PDFs, Excel files or WhatsApp messages. It recognizes the customer, matches each line to one of the company’s items and prepares the lines for the ERP. If a quantity or an item is missing, the order goes to the queue.
The data stays where the company decides, including in its own cloud. The models do not use it for training, and a DPA is signed for personal data.The data stays where the company decides, including in its own cloud. The models do not use it for training, and a DPA is signed for personal data.
It depends on how many types of document are read, how many suppliers there are and how many documents arrive. The quote comes after a first analysis of the process.It depends on how many types of document are read, how many suppliers there are and how many documents arrive. The quote comes after a first analysis of the process.
Do supplier DDTs and invoices take up hours of manual work?
Yellow Tech builds the AI agent that reads supplier DDTs and invoices and prepares the entry in the ERP. We start from how you work today and tell you what can be automated.