From inbox to approved bill
| Step | What Yoraito does | Evidence kept |
|---|---|---|
| 1. Capture | Reads PDFs and emailed invoices; extracts vendor, dates, lines, tax, totals | Source file, extraction result, totals check |
| 2. Validate | Checks the lines add up to the invoice total; flags missing fields | Validation result per invoice |
| 3. Duplicate check | Same vendor + invoice number, or same vendor + amount + date | The rule that flagged it |
| 4. Code | Proposes GL account, department and class from vendor history | The history used for each suggestion |
| 5. Match | Two-way (PO) or three-way (PO + receipt) within your tolerances | Matched quantities and prices; exceptions |
| 6. Approve | Routes to the right approver; nothing posts without approval | Approver, date, notes |
Why evidence matters in AP
AP is where many audit findings start: duplicate payments, invoices approved by the person who requested the purchase, bills coded to the wrong period. Auditors test samples of invoices end to end, from document to payment. If each line in your ledger links straight back to the document and the rule that coded it, that test is short.
Extraction you can check
AI reads the invoice. The checks on what it read are rules:
- Lines sum to the subtotal; subtotal plus tax equals the total. If not, the invoice is held.
- Vendor matches the vendor master. New or changed bank details are flagged for review, never auto-accepted.
- Dates fall in an open period. Invoices for a locked period go to a reviewer.
Each check is saved with the invoice, and totals across a batch are computed with SQL so they can be reproduced.
Built-in safeguards
- No payment changes from documents. Text on an invoice can't change approval rules or bank details. Content inside documents is treated as data, never as instructions.
- Separation of duties. The requester can't approve their own invoice.
- Cut-off flags. Invoices for services in the prior month are flagged as accrual candidates. Pair with the free Accrual Finder skill → /claude-skills/accrual-finder.
Example: one invoice, traced
| Field | Value | How it was set |
|---|---|---|
| Vendor | Cloudway Hosting | Matched to vendor master |
| Invoice number | CW-20391 | Extracted; duplicate check passed |
| Invoice date / service period | 3 Nov 2026 / October 2026 | Extracted; flagged as October accrual candidate |
| Subtotal + tax = total | $17,040.00 + $1,360.00 = $18,400.00 | Validation rule passed |
| GL coding | 6210 Hosting · Engineering | Vendor history: same coding on last 12 bills |
| Match | PO 4471-H, two-way, within 2% tolerance | Matching rule recorded |
| Approver | VP Engineering, 5 Nov 2026 | Approval limit respected; not the requester |
| Source | CW-20391.pdf | Linked to every line |
Illustrative.
Exceptions, routed to the right person
| Exception | Goes to |
|---|---|
| Totals don't add up | AP clerk |
| New vendor or changed bank details | Vendor master owner, with call-back verification |
| Price or quantity outside tolerance | Requester's manager |
| Invoice for a locked period | Controller |
| Possible duplicate | AP lead |
Where this fits next to your AP tool
Many teams already pay bills through an AP platform. Yoraito's invoice processing focuses on the accounting side: accurate coding, matching, cut-off and evidence, feeding a close that ties. Read the AP automation audit-trail checklist → /blog/accounts-payable-automation-audit-trail.