Accounts payable · Running in production
AP automation for trucking companies
Repair shops, tire vendors, fuel and tolls all send invoices in their own format, and each one has to be coded to the right unit and account. We build software that reads them, suggests the coding, and puts a finished entry in front of your AP team to approve.
The problem
Where carrier AP loses its time.
The work is not hard. It is repetitive, and it is spread across a few hundred vendors who all format an invoice differently.
- Every format is differentPDFs, scans, and emailed statements, with the invoice number and amount in a different place each time
- Coding depends on the unita repair invoice has to land on the right truck or trailer and the right expense account, so someone reads the line items
- Purchase orders and receipts driftthe PO number is on the invoice, or it is not, and someone chases it
- Review is retypingmost of the minutes per invoice go into keying fields another system already had
In production
Built with a transportation company, running today.
The AP Invoice Control platform was built in partnership with a transportation company's owner and management team. They defined the process and the accounting rules; we designed the system architecture and built the software.
- 20+
- users in daily operations
- 1,000+
- invoices processed per month
- 5–10 min 1–2 min
- per invoice for review and GL coding
- Structured data
- prepared for transfer into SAP
How it works
From the inbox to an approved entry.
A person approves every invoice. Nothing posts on its own.
- 01
The invoice arrives by email in whatever format the vendor sends
- 02
The system extracts vendor, invoice number, date, amount, PO number, unit information, and line items
- 03
GL coding is suggested from entries your team has already approved
- 04
A reviewer checks the invoice beside the proposed entry, then approves, corrects, or rejects it
- 05
Corrections feed back into the next suggestion, and structured data is prepared for your ERP
Questions
What AP teams ask first.
Do we have to replace our ERP or AP tool?
No. The software sits in front of the ledger you already run and prepares structured entries for it. The production platform prepares data for SAP; other systems are scoped per project.
Does anything post without a person?
No. A reviewer approves every invoice, and each proposed entry links back to the document it came from.
How does it learn our coding?
Suggestions come from entries your team has already approved. When a reviewer corrects one, that correction shapes the next suggestion.
How long does a first version take?
We start with one queue, built against your real invoices and chart of accounts, and measure it against how the team worked before. If it does not earn its keep, you have spent weeks, not a budget cycle.
Start with one queue.
Tell us which queue your team still works by hand. We will say whether it is worth automating, and what it would take. Sometimes the answer is no.
Prefer email? mykhailo@stashkivsoftware.com