AI extracts data from any invoice format and posts directly to Xero, Sage, or QuickBooks. No manual data entry. No duplicate invoices. No missed payments.
Here's how we automate your invoice processing — most are live within a week.
We look at your current invoice workflow — how they come in, who approves them, where they get stuck — then build automation around that.
We configure extraction rules, approval routing, and accounting software connections specific to how your team works.
Your invoice automation goes live — tested against your real invoices, connected to your accounting software, and processing from day one.
Everything you need to eliminate manual invoice processing forever.
Handles any invoice format including handwritten receipts, scanned PDFs, and low-quality images. AI corrects for common OCR errors automatically.
AI learns your chart of accounts and suggests correct nominal codes based on supplier, description, and historical posting patterns. Accuracy improves over time.
Automatically identifies duplicate invoices before they hit your accounting system. No more double payments or embarrassing corrections.
Matches invoices to purchase orders and flags discrepancies in price, quantity, or missing PO numbers for review before posting.
Routes invoices above threshold amounts to designated approvers via Slack, email, or Teams. One-tap approve or reject from any device.
Full log of every extraction, approval, and posting. HMRC-compliant record keeping with searchable archive of all processed invoices.
See how different businesses could use InvoiceFlow to eliminate invoice processing headaches.
A mid-size building contractor receiving invoices from materials suppliers, subcontractors, and equipment hire companies could use InvoiceFlow to auto-code invoices to specific job numbers, match against purchase orders, and post to Sage — with the bookkeeper only reviewing flagged exceptions.
A regional law firm with multiple offices receiving invoices via email, post, and supplier portals could use InvoiceFlow to centralise all invoices, auto-categorise recurring subscriptions, and flag client-rechargeable expenses for invoicing — reducing month-end backlogs significantly.
A restaurant group receiving daily deliveries from food suppliers needing accurate cost of goods tracking across multiple locations could use InvoiceFlow to match delivery notes to supplier invoices, post to the correct location in Xero, and track VAT on zero-rated and standard-rated goods automatically.
A wholesale distributor importing goods from international suppliers needing to match invoices to goods received notes, handle multi-currency conversions, and track landed costs could use InvoiceFlow to handle it all — including early payment discount flagging.
Connects to the UK accounting platforms you already use.
See how AI-powered invoice automation compares to traditional manual processing.
| Metric | Manual Process | With InvoiceFlow |
|---|---|---|
| Processing time per invoice | 8-15 minutes | Under 30 seconds |
| Data entry errors | 3-5% error rate | Less than 0.5% |
| Monthly capacity | 200-400 invoices | 5,000+ invoices |
| Duplicate detection | Occasional misses | 99.9% catch rate |
| Cost per invoice | £4-8 per invoice | Under £0.50 |
InvoiceFlow is part of our Shadow Ops automation tier. After our free AI audit, we often identify custom back-office automations unique to your business — from expense management to compliance tracking — that deliver even bigger results.
Some examples of custom invoice automations we've built:
Fixed monthly fee based on your invoice volume. No hidden costs.
Includes up to 750 invoices per month. Additional invoices just £0.15 each. One-time setup fee of £250. Cancel anytime with 30 days' notice.
Get Your Custom Quote →Any format: PDF, image (JPG, PNG), scanned documents, even handwritten receipts. The AI is trained to extract data from poor quality scans and unusual layouts.
95%+ accuracy on key fields (supplier, amount, date, VAT). Low-confidence items are flagged for human review. Accuracy improves over time as the system learns your suppliers and coding patterns.
Yes. You can set approval thresholds (e.g., auto-post invoices under £100, route higher amounts for approval). Or require approval for all invoices — whatever matches your risk tolerance.
You can correct it in your accounting software as normal. InvoiceFlow learns from your corrections and improves its coding suggestions over time. Common corrections are usually resolved within 2-3 weeks.
5-7 working days. We connect to your accounting software, configure your chart of accounts, train on your top suppliers, and set up approval workflows. Testing phase included before go-live.
Yes. InvoiceFlow processes invoices in any currency and automatically applies the correct exchange rate based on the invoice date, posting with the correct foreign currency transaction coding.
Yes. InvoiceFlow integrates with MTD-compliant accounting software (Xero, Sage, QuickBooks Online). All invoice postings maintain the digital links required for MTD compliance.
Yes. No long-term contracts. Cancel anytime with 30 days' notice. You can also pause the service for up to 3 months while retaining your configuration and historical data.
InvoiceFlow extracts data from PDFs, scans, and emails, then posts directly to Xero, Sage, or QuickBooks with 95%+ accuracy. It eliminates manual data entry and includes approval workflows and duplicate detection as standard.
Book a 30-minute discovery call. We'll assess your invoice volume and have InvoiceFlow processing your invoices within a week. Or get a free instant analysis to identify all your automation opportunities.
Book Strategy Call →Your experience helps other businesses make the right decision.
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