Approval Routing
Route invoices by department, project, vendor, or amount.
Accounts Payable
Your AP team re-keys 400 invoices a month into NetSuite
OCR extracts vendor, line items, amounts, and due dates. Gruv matches against POs and routes approvals by department, amount, or vendor.
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.
Manual Data Entry
AP clerks re-key invoice data into the ERP line by line. Slow, error-prone, and impossible to scale.
PO Mismatch Errors
A quantity or pricing mismatch stalls an invoice in the exception queue for days. Nobody knows until a vendor calls.
Approval Delays
Invoices sit in inboxes waiting for the right approver. No one can see the pipeline.
Duplicate Invoices
The same invoice gets paid twice because nobody caught the duplicate. Reconciliation breaks.
ERP Sync Gaps
Manual journals and batch uploads create lag between AP and the general ledger in NetSuite or Xero.
Audit Risk
Paper trails and email approvals make it hard to prove who approved what and when.
Gruv Solution
End-to-end AP automation
From invoice capture to payment: OCR extraction, 3-way matching, configurable approval chains, and direct sync to your ERP.
OCR Invoice Capture
Extract vendor name, line items, amounts, and due dates from scanned or emailed invoices automatically.
3-Way PO Matching
Match invoices against purchase orders and goods receipts at line-item level. Exceptions flag instantly.
Approval Routing
Route by department, project, amount, or vendor. Escalate when SLAs are about to breach.
Duplicate Detection
Content hashing and invoice-number matching catch duplicates before a second payment goes out.
ERP Sync
Push approved invoices and payments to NetSuite, Sage, Xero, or QuickBooks in real time.
Audit Trail
Every extraction, match, approval, and payment logged with timestamps and the approver who signed off.
Capabilities
AP Features
PO Matching
Automated 2-way and 3-way matching at line-item level.
Duplicate Check
Flag duplicate invoices before a second payment goes out.
ERP Sync
Push approved invoices to NetSuite, Sage, Xero, or QuickBooks.
How it works
AP Workflow
Before vs after Gruv
What changes when AP connects to payouts
AP that stops at approval leaves your analyst stitching the release in a bank portal. Gruv extends the workflow through release and reconciliation.
Dimension
Without Gruv
With Gruv
Approval to release
Approval, release, and reconciliation live in three different tools.
One workflow carries an approved invoice straight into a scheduled release.
Vendor data
Bank details and W-9s re-entered for each new tool.
Vendor records sync once and stay current across the stack.
Exception handling
Rejected payouts show up as line items in next week's bank statement.
Reason codes, retries, and method fallbacks resolve most failures automatically.
Reporting
Month-end close means manually tying invoices to payments to bank statements.
Each payout carries lineage from invoice through settlement.
Time per cycle
AP analysts spend most of payout day clicking through bank portals.
Review and release happen inside one approval queue.
More in Payouts
Related capabilities on the same workflow
Data Ingestion
Pull payment data from QuickBooks, NetSuite, or affiliate platforms into Gruv via API, CSV, or email.
Automation
Set payout rules once in Gruv. Scheduling, approval routing, retries, and reconciliation run without manual steps.
Payee Experience
Give payees a branded portal to manage banking details, W-9s, W-8BENs, and payment history with Gruv.
Frequently Asked Questions
How accurate is the OCR on messy invoices?+
Accuracy depends on document quality and layout. Gruv surfaces extracted fields for review so your AP team corrects exceptions before approval.
Does it match against our POs in NetSuite?+
Matching depends on your ERP data model and scope. Confirm the exact rules and integration approach during evaluation.
Can we set different approval chains for different vendors?+
Yes. Configure workflows by amount, vendor, department, or category. Start simple and expand once your team validates the controls.
What does Gruv AI do across these features?+
Gruv AI automates payout routing, compliance gates, exception triage, and the Ask Gruv AI workspace. Every feature shares the same AI layer, so rules, holds, and reconciliation stay consistent.
Can I start with one feature and add more later?+
Yes. Gruv is modular. Start with one workflow and expand to additional modules as your needs grow.
How do I connect Gruv to our existing systems?+
Connect through APIs and webhooks, or start with file imports and exports for a fast evaluation. Email ingestion works for lightweight backfills.
What determines 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.
See Gruv in action
OCR extracts vendor, line items, amounts, and due dates. Gruv matches against POs and routes approvals by department, amount, or vendor.
Many teams start with a narrow launch in weeks.