AP Automation: Invoice → QuickBooks with Human-in-the-Middle
Drop an invoice PDF → AI extracts every field, codes it to the right GL account, flags duplicates and variance, auto-posts confident ones to QuickBooks Online — and escalates the risky ones to a human approval queue for one-click review.
How it works
1. Extract and code
OCR streams invoice fields with per-field confidence. Claude codes each line item to the correct GL account using your chart of accounts and prior invoice history.
2. Decide automatically
Auto-post if all fields ≥95% confidence, total below threshold, no duplicate, and PO matches. Otherwise route to a human review queue with the specific reason badged.
3. One-click approve
Reviewer sees the extracted fields editable next to the PDF preview. Approve, edit, or reject. All decisions land in the QuickBooks ledger with a full audit trail.
60-second Loom
75-second flow: drop a PDF → watch 7 fields extract with confidence chips → decision engine flashes AUTO-POST → sync to QuickBooks → then open the review queue for a flagged invoice, approve in one click, see the audit log entry written.
Get the full build spec PDF
One-page PDF with the architecture, the tech stack, the timeline (2–3 weeks), and the investment range ($9,990 – $25,000). Sent to your inbox in under a minute.
Who it’s for
Finance ops teams at companies processing 200–5,000 invoices/month who want to cut AP processing time 70%+ without losing controller oversight on anything above a configurable threshold.
Tech under the hood
Frequently asked questions
How accurate is the GL coding?
Claude Sonnet 4.6 codes against your chart of accounts with access to each vendor’s last 12 months of invoices as reference examples. Typical accuracy: 96% for recurring vendors, 82% for first-time vendors — which is why confidence-based routing exists.
What triggers the human-in-the-middle review?
Any of: sub-95% field confidence, total above your configurable threshold, duplicate invoice signal, PO-to-invoice variance >10%, first-time vendor, or unusual GL category. Every trigger is logged so you can tune thresholds over time.
Does this work with QuickBooks Desktop?
The primary integration is QuickBooks Online via their official Bill API. QuickBooks Desktop requires the IIF/IIX intermediary or a third-party bridge — doable, add ~1 week.
What about Xero, NetSuite, Sage Intacct?
Same architecture, different adapter. Xero is 2 days; NetSuite SuiteTalk is 1 week; Sage Intacct is 3 days. The invoice extraction layer is unchanged.
Want one of these in your business?
We’ll scope, build, and hand off a production-ready system in 3–4 weeks.