Expert Review

Email intake

Highest-volume channel; malformed or unreadable PDFs fall back to manual entry rather than guessing at values.

Vendor portal intake

Structured data from the portal is trusted more than OCR'd email attachments, but is still run through the same validation.

Manual upload intake

Used for phone/paper invoices; an AP analyst keys in the fields directly.

Purchase order lookup

No PO found blocks the invoice outright — it cannot be matched, let alone approved.

Vendor match (exact or fuzzy)

Fuzzy matching tolerates legal-entity suffix differences (Inc./Corp./LLC) but still catches genuinely different vendors.

Amount match within tolerance

Tolerance is company-configured (percent, dollar, or the greater of the two) so minor rounding or freight charges don't block routine invoices.

Quantity match against delivery receipt

Partial deliveries are allowed within a configurable tolerance rather than blocking on any shortfall.

Missing delivery receipt handling

Some companies allow invoice+PO only when no receipt exists yet (e.g. services); others require all three documents.

Duplicate invoice detection

Matches on invoice number + vendor by default; company can widen this to amount + vendor + date for vendors with inconsistent numbering.

Vendor risk signals (new vendor / bank details changed)

A vendor whose payment details changed recently is flagged even if everything else matches — this is a classic payment-fraud pattern.

Amount pattern signals (round number / deviation / near-threshold)

An invoice suspiciously close to an approval threshold is flagged as a possible split-invoice attempt to dodge higher-tier review.

Timing signal (late invoice date)

An invoice dated long after the delivery receipt may indicate a resubmission or an attempt to slip in outside the normal review cycle.

Auto-approval under threshold with zero flags

Only fires when there are no failed hard checks and no anomaly flags — a single flag is enough to route to a human instead.

Tiered approval routing by amount

Higher dollar amounts route to more senior approvers; company defines the tier boundaries and roles.

Hard block on unresolved mismatches

Amount, vendor, and duplicate mismatches block by default — the agent will not let a company silently downgrade these to 'informational only' without an explicit override.

Flagged items require an override note before approval

An approver can override a softer anomaly flag, but must record why — this becomes part of the permanent audit trail.