Manual Data Entry
AP clerks re-key invoice data into the ERP line by line. Slow, error-prone, does not scale.
Accounts Payable
Reduce manual AP data entry.
Use OCR to extract invoice data and match it to POs. Route approvals based on your workflow configuration.
OCR ExtractionPO MatchingApproval Routing
HDC-2041.pdf
Scanning…INVOICE
VendorHalcyon Design Co.
Invoice #HDC-2041
Total$4,820.00
DueNet 30
Ledger · matching3 of 4 · 2.1s
Vendor record
Halcyon Design · v3
PO matched
PO-1178 (3-way)
GL coded
6120 · Design
Approval routed
L2 · CFO
Where AP still drowns in manual work.
PO Mismatch Errors
Quantity, pricing, or receipt mismatches stall invoices in exception queues for days.
Approval Delays
Invoices sit in inboxes waiting for the right approver, with no pipeline visibility.
Duplicate Invoices
Without systematic detection, the same invoice gets paid twice and reconciliation breaks.
ERP Sync Gaps
Manual journals and batch uploads create lag and discrepancies between AP and the GL.
Audit Risk
Paper trails and email approvals make it hard to demonstrate compliance.
Gruv Solution
End-to-end AP automation
From capture to payment: OCR extraction, intelligent matching, and configurable approval workflows.
OCR Invoice Capture
Extract vendor, line items, amounts, and due dates from scanned or emailed invoices.
3-Way PO Matching
Match invoices against purchase orders and goods receipts at line-item level.
Approval Routing
Route by department, project, amount, or vendor with escalation for SLAs.
Duplicate Detection
Content hashing and invoice-number matching catch duplicates before payment.
ERP Integration
Sync approved invoices and payments to NetSuite, Sage, Xero, and QuickBooks in real time.
Audit Trail
Every extraction, match, approval, and payment logged with timestamps and user attribution.
AP Features
Approval Routing
Route by department, project, or amount.
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PO Matching
Automated 2-way & 3-way matching.
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Duplicate Check
Flag potential duplicate payments before release.
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ERP Sync
Integration options with NetSuite, Sage, and Xero.
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How it works
AP Workflow
Before vs after Gruv
How AP changes when payout connects
AP that stops at approval leaves the analyst stitching the release. Gruv extends the workflow through release and reconciliation.
Dimension
Without Gruv
With Gruv
Approval to release
Approval, release, and reconciliation live in three tools.
One workflow carries approval into a scheduled, policy-checked release.
Vendor data
Bank details and tax forms re-entered for each new tool.
Vendor records sync once and stay current across the stack.
Exception handling
Rejected payouts surface as line items in next week's statement.
Reason codes, retries, and method fallbacks resolve most automatically.
Reporting
Close means manually tying invoices to payments to statements.
Each payout carries lineage from invoice to settlement.
Time per cycle
AP analysts spend most of payout day in banking portals.
Review and release happen inside one approval queue.
More in Payouts
Related capabilities on the same workflow
Frequently Asked Questions
How accurate is the OCR?+
Accuracy depends on document quality and layout. Gruv surfaces extracted fields for review and correction so downstream approvals and payment data stay clean.
Does it support PO matching?+
Matching depends on your ERP data model and scope. Confirm the exact rules and integration approach during evaluation.
Can I customize approval chains?+
Yes. Configure workflows by amount, vendor, or category. Start simple and expand once your team validates the controls.
Can I start with this feature and add more later?+
Yes. Gruv is modular, you can start with a single workflow and expand to additional modules as your requirements grow.
How do integrations work?+
Integrate via APIs and webhooks, or start with file imports/exports for a fast evaluation. Email ingestion can help with lightweight backfills when needed.
What affects coverage, methods, and timelines?+
Coverage, methods, and timelines vary by market and are subject to compliance and policy checks. Confirm your target corridors and payout methods during evaluation.
Is this tax or legal advice?+
No. Tax and compliance features vary by jurisdiction and customer configuration. This content is for informational purposes and is not tax or legal advice.
Ready to get started?
Use OCR to extract invoice data and match it to POs. Route approvals based on your workflow configuration.