Accounts Payable
Supplier Invoices, From Inbox to ERP Without the Manual Entry
For finance teams processing supplier invoices at volume.
The Reality.
Every supplier invoice starts the same way. It lands in an inbox, gets forwarded, printed, or filed, and someone types it in, codes it, and chases the right person for sign-off. Multiply that across suppliers, branches, cost centres, and approval chains, and invoices sit for days before anyone can say where one is stuck or whether a statement actually reconciles.
Your finance team spends its time typing, chasing, and reconciling instead of managing the business.
The Cost of Doing Nothing
Time
Hours spent manually entering invoice data and chasing approvals across branches and cost centres
Money
Manual invoice processing carries costs that automation can reduce by up to 80%
Risk
Duplicate payments, missed discrepancies, and price mismatches that go unnoticed until reconciliation
Speed
Invoices stuck for days in someone's inbox with no visibility on where they sit
People
Your finance team doing data entry instead of the analysis they were hired for
Every day this stays manual, the backlog grows, and so does the cost of processing it.
There's a Better Way
Invoices can process themselves.
An invoice lands, gets read, coded, matched, and routed for approval automatically, and everyone from the requester to finance can see exactly where it sits.
Introducing docuForce for Accounts Payable
docuForce is Metrofile’s document management and workflow automation platform. Its Accounts Payable capability receives, extracts, codes, matches, and routes supplier invoices, credit notes, and statements for approval, updating your ERP automatically once approval is complete. It’s built for finance teams handling invoices at volume, across multiple suppliers, branches, cost centres, or approval chains, who want that process off email and spreadsheets and onto one platform.
Result
Invoice processing cost cut by up to 80%.
Full visibility from inbox to payment.
Who this is for
CFOs and Financial Controllers
Lower processing cost per invoice, less risk of duplicate or incorrect payment, and a clear view of what's outstanding at any point in the month
Accounts payable managers
Every invoice tracked, so you know whose approval is holding things up and for how long, without chasing anyone by email
Finance operations and systems
Configurable approval workflows by supplier, ledger, cost centre or department, integrating into Office 365 and updating the ERP automatically
Procurement and buyers
Purchase orders, invoices and goods received notes matched automatically, so a query about a delivery or a price difference gets resolved without a manual reconciliation
Approvers across the business
Approve directly from email or on mobile, with no need to log into another system
Suppliers
Notified automatically when an invoice is rejected or a statement doesn't reconcile, and able to resubmit through the platform rather than by phone
Key Features
Feature |
What it means for you |
| AI General Ledger Coding | Invoices are coded correctly without anyone typing them in, with a human override where a decision genuinely needs one |
| AI Three/Two-Way Matching | Invoices clear approval faster because the system already knows they match the purchase order and the delivery |
| Statement Reconciliation | A supplier statement reconciles in one click, and anything missing is flagged to the supplier rather than chased by your team |
| Document Tracking | You can see what’s outstanding, whose sign-off it’s waiting on, and how long it’s been sitting there |
- Invoices typed in manually from paper or PDF
- GL coding done by hand, invoice by invoice
- Approvals chased over email with no visibility on where an invoice sits
- Statements reconciled manually against a spreadsheet
- Price and PO mismatches caught only when someone happens to notice
- Invoices captured and data extracted automatically from any source
- GL coding applied automatically, with override only where needed
- Every invoice tracked, so you can see who needs to approve it and for how long
- Statements reconciled in one click, with discrepancies flagged automatically
- Purchase orders, invoices, and goods received notes matched automatically before approval
How It Works
Invoices with a purchase order
Matched automatically against the PO and the goods received note, so nothing needs manual checking before approval.
Invoices without a purchase order
Read, coded, and routed to the right approver by supplier, ledger, cost centre or department, with all approvals and communication happening in one place.
Supplier statements
Reconciled automatically against invoices already processed, with any discrepancy raised directly with the supplier for them to resolve.
Across all three, business rules check for accounting anomalies and flag price fluctuations before anything reaches your ERP. Only approved entries are uploaded.
Beyond Accounts Payable
The same platform extends to other recurring approval processes, such as CAPEX requests and expense claims in finance, employee onboarding and leave requests in HR, support and access requests in IT, and customer onboarding or quote requests. Accounts payable is often the starting point for a broader move away from manual, email-based approvals.
That’s Smarter. Leaner. Faster
Why Metrofile
You could try to solve this yourself. Hire staff. Buy technology. Build processes. Manage compliance internally. Or you could use our expertise, our platform, our workflows. Let us handle compliance while you scale instantly without adding overhead.
Doing it yourself |
Doing it with Metrofile |
| Type invoices in by hand | AI extraction reads every invoice automatically |
| Chase approvals over email | Approvals actioned by email or in-platform, fully tracked |
| Match POs and invoices manually | AI three-way matching does it automatically |
| Reconcile statements in a spreadsheet | One-click reconciliation with discrepancies flagged |
| Build your own audit trail | Full document tracking, unlimited storage, unlimited users |
