96%
of extracted line-item fields need no human fix
Onivo · AP automation
AI Accounts Payable Automation for modern AP teams
Centralize invoice intake, OCR extraction, PO and GR matching, approval routing, and ERP posting in one workflow built for control and speed.
3-way
PO, GR, and invoice matching
Audit-ready
activity history on every decision
Live processing
Invoice INV-2847
Ingested
Email attachment captured and classified
OCR parsed
Invoice no., vendor, total, tax, and line items extracted
Matching
PO and GR cross-check in progress with tolerances
Approval
Routed to approvers by amount, cost center, and project
ERP ready
ERP bill payload validated and queued
Invoice intake
Email inbox + manual upload pipeline with queue health tracking.
OCR intelligence
Vendor-aware extraction for invoice number, due date, tax, shipping, and line details.
Exception handling
Clear mismatch insights, override controls, and mandatory justification for approvals.
Approval orchestration
Routing by amount, cost center, and project, with role-based action queues.
How it works
From invoice arrival to ERP post in one controlled flow
Capture
Receive invoices via dedicated mailbox or upload PDF, image, and HEIC from desktop or phone.
Extract and validate
Run OCR parsing with confidence scoring and field-level review for low-confidence extractions.
Match and route
Execute 2-way or 3-way matching, classify match status, then send to the right approver chain.
Post and trace
Publish approved invoices to ERP with sync logs, payload preview, and audit trail retention.
By the numbers
The value AP teams get with Onivo
96%
of extracted line-item fields need no human correction
73%
of invoices process without a single manual edit
1,100+
line items read, coded and matched to date
3-way
invoice, PO and receipt matched line by line
100%
of decisions on a tamper-evident audit trail
24/7
email intake — invoices arrive review-ready in minutes
Measured on live invoices processed through Onivo — platform data, not projections.
Capabilities
Everything you need to run AP end to end
Intake & capture
- Email inbox + manual upload pipeline
- PDF, image, and HEIC from desktop or phone
- Queue health tracking
Extraction & matching
- Vendor-aware OCR with confidence scoring
- Every line coded to GL account, cost center, and project
- 2-way and 3-way PO / GR matching
- Tolerance rules and clear mismatch insights
Approvals & controls
- Routing by amount, cost center, and project
- Override controls with mandatory justification
- Role-based action queues
ERP & audit
- ERP posting with payload preview
- Sync logs and retry workflow
- Full audit trail and retention policy
When a match fails, the invoice stops. The line that missed its tolerance becomes an exception — held from approval, with the two numbers that disagree shown side by side — and it waits for a person to decide. Onivo also catches duplicate and reissued invoices before they are paid twice: the second copy gets the same treatment, surfaced and held, instead of turning up on a vendor statement months later. The mechanics are on the 2-way and 3-way invoice matching page.
After approval, the invoice posts to your books. Onivo creates the bill in your ERP's own terms — its accounts, classes, and projects — and queries before it creates, so nothing posts twice. Export status is tracked, and a failed post retries on its own. Cloud accounting platforms connect over a live API; desktop systems get accountant-ready export files. The full picture is on the ERP integrations page.
How access, encryption, and the audit trail are handled is on the security page, and pricing is sized to your monthly invoice volume. And AP is half the cash-flow picture — the receivables side, Onivo AR, is in early access.
Who runs on Onivo
Same product, three very different desks
These are archetypes, not customer stories — the kinds of desks the product was shaped around. If one of them looks like yours, the workflow will feel familiar on day one.
A controller at a food distributor
Long invoices, prices that move week to week, and the occasional case billed but never received. Her problem isn't volume, it's drift. Line-level matching against the purchase order and goods receipt, inside tolerances she sets, catches the crept-up unit price and the short shipment before either reaches an approver.
An AP team at a property-management firm
Every invoice belongs to a building, and every building has its own budget and its own approver — the landscaping bill for one property can't be signed off by the manager of another. Coding each line to a cost center and project is what makes approval routing land the invoice on the right desk, with an audit trail showing who decided what.
A clinic's back office
A small team wearing several hats: supplies bought on purchase orders, service contracts that never produce a receipt. Onivo runs the 3-way match where a receipt exists and the 2-way match where one doesn't, and it holds the duplicate when a vendor re-sends last month's invoice. A field it can't read with confidence stays blank for review — nobody's guess ends up in the books.
Manual vs Onivo
The same invoice, handled two ways
Manual AP
- Intake — invoices scattered across inboxes; someone forwards, someone prints.
- Data entry — every line keyed by hand, typos included.
- Matching — checked against the PO by eye, when there's time, totals only.
- Approvals — an email thread; nobody is sure whose court it's in.
- Duplicates — found on the vendor statement, after payment.
- Audit — a folder hunt and somebody's memory.
AP on Onivo
- Intake — one queue; emailed attachments and uploads land in the same place.
- Data entry — OCR reads the invoice; uncertain fields stay blank for review, not guessed.
- Matching — every line checked against the PO and receipt, within your tolerances.
- Approvals — routed by amount, cost center, and project; the queue shows whose turn it is.
- Duplicates — caught and held before payment.
- Audit — a tamper-evident trail of every decision.
FAQ
Accounts payable automation, answered
What is accounts payable (AP) automation?
AP automation replaces manual invoice handling — data entry, chasing approvals, matching POs — with software that captures, reads, validates, and routes invoices automatically. Onivo runs the whole path from invoice arrival to ERP posting in one auditable workflow.
What is 3-way matching?
3-way matching checks an invoice against two other documents before it is paid: the purchase order (what was agreed) and the goods receipt (what actually arrived). Onivo runs the check line by line, within price, quantity, and amount tolerances you set. For a worked example of what each check catches, read what a 3-way match actually checks.
How does Onivo capture and read invoices?
Invoices arrive by email or upload (PDF, image, or HEIC). OCR extracts the invoice number, vendor, dates, totals, tax, and line items, and a learning layer improves per vendor from your team's corrections. A field that can't be read with confidence stays blank for review instead of getting a guess, and one PDF holding several invoices is split into its separate invoices. More on invoice capture and OCR.
How does approval routing work?
You define approval rules by amount, cost center, and project. Onivo codes each invoice line, routes the invoice to the right approvers, and records every decision in a tamper-evident audit trail — so "who approved this and why" has a record for an answer, not a recollection.
Which accounting systems does Onivo work with?
Cloud accounting platforms connect over a live API — approved invoices sync in as bills, in your system's own terms — and desktop ERPs work through accountant-ready export files. The full picture is on the ERP integrations page.
How does AP automation work with my accounting system?
Once an invoice clears matching and approval, Onivo creates the bill in your ERP using its own vocabulary — its accounts, classes, and projects — and it queries the system before creating anything, so a bill never posts twice. Export status is tracked, and a failed export retries automatically. Details on the ERP integrations page.
How long does implementation take?
Typically days to a couple of weeks. Setup is importing your vendor and coding masters from CSV, connecting your ERP, and setting your tolerances and approval rules — then invoices can start arriving.
Is my invoice data secure?
Every action on an invoice — each edit, match result, approval, and export — is written to a tamper-evident audit trail. How Onivo isolates and protects customer data, and where it runs, is documented on the security page.
What does it cost?
How pricing works is on the pricing page — one subscription sized to your invoice volume, quoted on a short call. Include your monthly volume in the demo request.
Does Onivo handle accounts receivable (AR) too?
Yes — Onivo AR brings the same AI-native approach to accounts receivable: intelligent cash application, an AI collections copilot, dunning, and dispute management. It's launching soon, so you can preview the platform and join the waitlist.
Coming soon
Preview Onivo AR →
There's an Onivo for money coming in, too
Onivo AR brings the same AI-native workflow to accounts receivable — intelligent cash application, an AI collections copilot, dunning, disputes, and a customer self-service portal. Run both sides of your cash flow on one platform.
Get started
Launch your AP automation in weeks
Tell us your current ERP, invoice volume, and approval model. We will propose a rollout path and target timeline.