AI agent · Finance and Administration

Smart Invoice Capture

See how purchase invoice capture is evolving in organizations with AI agents.

Prebuilt agent Ready to use, we do not start from scratch.
Best practices Built in from day one.
Configured by experts Functional and technology consultants.
Agent platform Workforce AI.
Process experience Processes + technology + enterprise software.
GIITIC software ecosystem The tools the agent needs.

Let's talk about your process See how the process changes

The current challenge

How it is done today, and why it is no longer enough

At the average company, only 32.6% of supplier invoices are processed without manual intervention, and each one takes 9.2 days to process, according to Ardent Partners (State of ePayables 2024).

Scattered invoices
Manual data entry
Matching to the order
Slow approvals
Coding errors
Late closes and payments

Meet your agent

Smart Invoice Capture agent

I'm an artificial intelligence agent trained by experts, ready to use and built with best practices. I am here to receive every purchase invoice —as XML, PDF, image or by email—, understand it, validate it against your orders, receipts and tax rules, and post it to your accounting system. Anything that doesn’t match, I escalate to you with a proposal.

Prebuilt, but adaptable to each organization.

How I work

I detectIncoming invoicesI check inboxes, portals and electronic documents and pick up each invoice as soon as it arrives.
I understandInvoice dataI read the XML, PDF or image: supplier, dates, taxes, amounts and lines.
I analyzeOrder and receiptI match the invoice to the purchase order and the goods receipt, line by line.
I decideRules and tolerancesI apply your tolerances, withholdings, accounts and cost centers, and detect duplicates.
I executeAccounting entryI post the invoice to your ERP with its supporting document, ready to approve or pay.
I verifyControl and escalationI confirm the entry, keep an audit trail and escalate exceptions to you with my proposal.

Results

Results you can achieve

of invoices with no manual intervention: 60%
faster accounts payable cycles: 59%
more productivity in accounts payable: 3.5×
in inquiries to accounts payable: −43%

Reference values based on benchmarks and comparable scenarios. Results depend on the characteristics of each operation and are not guaranteed results.

Greater speed, higher quality, lower costs

Greater speed
Automate tasks and connect your information so your team responds sooner and your processes move forward without waiting.
- Posts invoices the same day they arrive, with no data entry queues
- Processes the full volume without depending on team capacity
- Speeds up the accounting close with invoices up to date
- Gets invoices ready to pay on time and capture discounts
Higher quality
Standardize the work and control every step so your information is reliable and your results are consistent.
- Validates every invoice against the purchase order and receipt with the same rules
- Applies withholdings, accounts and cost centers according to your policies
- Detects duplicate invoices and supplier data that doesn’t match
- Keeps an audit trail of every entry: supporting document, rule applied and person responsible
Lower costs
Reduce rework, errors and manual work so your operation delivers more with the same resources.
- Reduces the manual effort for each invoice posted
- Handles month-end peaks without overtime or temporary staff
- Cuts rework from incorrect entries and duplicate payments
- Frees the accounts payable team for exceptions, analysis and suppliers

Before and now

Artificial intelligence in purchase invoice capture

Before

3:00 p.m.3:00 p.m. · MilestoneThe invoice arrives in the accounts payable inbox
3:00 p.m.3:00 p.m. · Lost timeEnd of the workday: the inbox is checked the next day17 h
8:00 a.m. · day 28:00 a.m. · day 2 · PersonDownloads the invoice and checks the XML and the supplier data10 min
8:10 a.m.8:10 a.m. · Lost timeQueue of invoices waiting for data entry3 h
11:10 a.m.11:10 a.m. · PersonKeys the header, taxes and lines into the ERP15 min
11:25 a.m.11:25 a.m. · Lost timeLunch and waiting for the warehouse to confirm receipt5 h
4:25 p.m.4:25 p.m. · PersonMatches the invoice, purchase order and receipt; finds the price discrepancy15 min
4:40 p.m.4:40 p.m. · Lost timeEnd of the workday and waiting for purchasing approval20 h
12:40 p.m. · day 312:40 p.m. · day 3 · PersonAdjusts the approved discrepancy, assigns withholdings and posts the entry10 min
12:50 p.m. · day 312:50 p.m. · day 3 · MilestoneInvoice posted

Now

3:00 p.m.3:00 p.m. · MilestoneThe invoice arrives in the accounts payable inbox
3:00 p.m.3:00 p.m. · AgentReads the XML and PDF and validates the supplier, taxes and document data< 1 min
3:01 p.m.3:01 p.m. · AgentMatches the invoice to the purchase order and goods receipt< 1 min
3:02 p.m.3:02 p.m. · AgentDetects the out-of-tolerance price discrepancy and escalates it with a proposal< 1 min
3:03 p.m.3:03 p.m. · Lost timeThe buyer finishes their current task1 h
4:03 p.m.4:03 p.m. · PersonReviews the agent’s proposal and approves the discrepancy5 min
4:08 p.m.4:08 p.m. · AgentPosts the invoice with withholdings, accounts and supporting document< 1 min
4:09 p.m.4:09 p.m. · MilestoneInvoice posted the same day

Tangible results in your operation

Indicator	Before	Now	Factor
End-to-end cycle time	≈ 2 days	≈ 1 h	×40
Human work time	50 min	5 min	×10
Waiting time	45 h	1 h	×45
Human intervention	100%	≈ 40%	÷2.5
Team capacity	1×	≈ 2.5×	×2.5

Illustrative reference scenario. Times depend on each operation and are validated with your data.

How work evolves

Your team moves from operating to deciding

The capacity the agent frees up goes to analysis, decisions, relationships, exceptions, improvement and innovation.

No more low-value manual tasks
- Downloading invoices from emails and portals
- Keying headers, taxes and lines into the ERP
- Matching invoices to orders and receipts in spreadsheets
- Assigning accounts, cost centers and withholdings by hand
- Chasing receipt confirmations and approvals
The team adds value to the operation
- Resolving exceptions with the context the agent prepares
- Analyzing recurring price and quantity discrepancies with purchasing
- Improving relationships and agreements with suppliers
- Adjusting rules and tolerances to increase automatic posting
- Planning payments and capturing early payment discounts
Your team's professional growth
- Accounts payable exceptions analystResolves discrepancies, invoices without an order and cases the agent escalates.
- Agent supervisorReviews the quality of entries, adjusts rules and governs the agent’s knowledge.
- Supplier and payments analystUses up-to-date information to plan payments and improve terms with suppliers.

Enterprise knowledge

Agents are only as good as the knowledge and context they handle

It is one of the great challenges of enterprise artificial intelligence (AI): an agent without clear rules, reliable data and business context makes mistakes or stops. That is why knowledge is prepared, governed and improved as part of the project.

Invoice posting and approval policies
Price and quantity tolerances against the order
Withholdings and taxes by supplier and item type
Chart of accounts and cost centers by expense type

The knowledge this agent handles

Suppliers, aliases and billing data
Electronic invoice, PDF and image formats
Rules for invoices without a purchase order

60%

of AI projects without AI-ready data will be abandoned through 2026, according to Gartner. Gartner, “Lack of AI-Ready Data Puts AI Projects at Risk,” February 2025

Workforce AI helps you prepare, govern and improve it

Instructions prebuilt by experts
Process best practices
Tools to create and capture knowledge
Knowledge management
Integration with your current sources
Enrichment of existing knowledge
Ongoing updates
Knowledge governance
Continuous learning and improvement

Integration

We integrate with your environment

We connect the agent with virtually any application, API, service or data source in your company, whether GIITIC or third-party systems.

Integrations this agent requires

Email and portalsInvoice inboxes, supplier portals and XML, PDF or image documents.
ERP and accounting systemYour ERP (SAP, Oracle or another) or GIITIC ERP: suppliers, orders, receipts and invoice posting.
Electronic invoicingElectronic invoices received and their status with the tax authority, where applicable.

Your agent, connected to your operation

Base systems for agents

If you do not have the base system, we provide reduced versions of GIITIC modules with the capabilities the agent needs to work.

Purchasing for agentsA reduced version of GIITIC Purchasing: suppliers, purchase orders, receipts and invoice posting.
Electronic Documents for agentsReceipt of electronic invoices, status checks and archiving of the original document.

Applications and ERP
APIs and web services
Databases and files
MCP (Model Context Protocol), when applicable

An agent needs software tools to query information and carry out actions. Without them, it stays a conversation. That is why we cover both paths: connecting to what you already have or giving you what you are missing.

See GIITIC integrations

95%

of organizations struggle to integrate AI into their existing processes. MuleSoft (Salesforce), Connectivity Benchmark Report 2025, study sponsored with Vanson Bourne and Deloitte Digital

Workforce AI · Central governance platform

Today it is one agent, tomorrow dozens

Every area will add agents working at the same time. Workforce AI is the control center of your digital workforce, not an isolated script.

Explore Workforce AI

Agent creation and management
Security, identities and permissions
Policies and human oversight
Traceability and audit
Observability, quality and results
Models, tokens, usage and costs
Continuous updates to new AI models and features

Map of the Americas with the United States, Mexico, Guatemala, El Salvador, Costa Rica, Panama, Dominican Republic, Colombia, Venezuela, Ecuador, Peru, Bolivia, Chile and Argentina connected from Colombia

Our track record

Global experience at your service

Years of experience: 15+
Companies in Latin America: 850+
Countries: 10+
Integrations: 100+
ERP and ERP+ modules: 40
AI agents: 20+

Learn more about us Why is GIITIC the ideal partner?

Companies that trust GIITIC

Frequently asked questions

Questions about Smart Invoice Capture

Which invoices can the artificial intelligence agent post?

Purchase invoices for goods and services that arrive as an electronic invoice (XML), PDF, image or email, with or without a purchase order. Formats, channels and document types are confirmed when the project is scoped.

What happens when an invoice doesn’t match the order or the receipt?

Nothing is posted outside your rules and tolerances. When there are price or quantity discrepancies, data that doesn’t match or a possible duplicate invoice, the agent escalates the case to the person responsible with a proposal; that person decides and the agent completes the entry.

Do I need GIITIC ERP?

No. The agent integrates with your current ERP or accounting system through APIs, services, files or MCP where applicable. If you don’t have the base system, we provide agent modules with the capabilities it needs.

How does it adapt to my accounting and tax policies?

The agent is prebuilt, but our consultants configure it with your posting rules, tolerances, withholdings, accounts, cost centers and approvals, and test it with your invoices before putting it to work.

What knowledge does it need, and who maintains it?

Your posting policies, chart of accounts, withholdings by supplier and invoice formats: this is the context the AI needs. We help you capture, organize and keep it up to date with the Workforce AI knowledge tools, with defined owners.

Who controls what the agent does?

Workforce AI centralizes permissions by agent, human approvals, decision traceability, statuses and errors, auditing and usage control. You define what it posts on its own and what requires approval.

How long does implementation take, and how much does it cost?

It depends on your receiving channels, systems, volume and rules. Starting from a prebuilt agent avoids developing from scratch. First we talk and scope the project with you; then we prepare the proposal. We don’t publish prices.

What happens to my accounts payable team?

They stop downloading, keying in and matching invoices, and spend their time on exceptions, supplier relationships, payment planning and process improvement. The agent expands their capacity; it doesn’t leave them without control.

Next step

Ready to see your agent work in your process?

Let's talk about your operation. A consultant will review your process, your systems and your knowledge, and show you how the agent would work with your rules.

Demo of the agent with cases from your process.
Review of your systems and the available knowledge.
Estimate of the scope and the next step.

Let's talk about your process

Fill in your details and a consultant will get in touch with you.

Fields marked with * are required.

What is your name?

What is your business email?

In which country are you located?

What is your phone or WhatsApp number?

What is your job title?

How many purchase invoices do you receive per month?

How can we help you?

I authorize GIITIC to contact me by phone call and WhatsApp at the number I provided, to handle my request.

I authorize GIITIC S.A.S. to process my personal data to handle my request and for the purposes set out in its personal data processing policy.

Smart Invoice Capture

How I work

Greater speed, higher quality, lower costs

Greater speed

Higher quality

Lower costs