ServiceNow AP automationEvery invoice checked against the contract.
Invoiceflow matches each invoice to the PO, the goods receipt and the rate in the signed contract, then runs coding, receiving and approvals on ServiceNow. Exceptions stop before payment, with the clause attached.
3 invoices held this week for billing above the contract rate. Demo data
Invoice matching against the PO, the receipt and the contract.
Pick a check to see what Invoiceflow compares. The contracted rate is the reference, so a price the supplier never agreed to is caught before approval.
2 way match: is this what we ordered?
Each invoice line is compared with the purchase order: item, quantity, unit price and total. Lines that agree pass. Lines that do not are held, with the reason on the record.
3 way match: did we receive it?
The goods receipt or service confirmation joins the check. An invoice for 40 hours against 32 received hours waits until the receiver confirms the rest or the supplier sends a credit note.
Contract rate: is this the price we signed?
A PO can carry an old or wrong price. Invoiceflow also checks the invoiced rate against the contract terms, so the reference is the signed agreement, not only the last PO.
Senior developer: 92.00 per hour, fixed until 31-12-2027.
ServiceNow AP automation, from received to paid.
Matching is one step. Coding, receiving, non PO invoices, approvals and payment status sit on the same invoice record.
Code it once. Confirm the receipt on the same record.
- GL account, cost center and project coded on the invoice
- Receivers confirm goods or services in a ServiceNow task
- Lines that fail a check show which check and why
Invoices without a PO still get an owner and a check.
- Non PO invoices route to the budget owner
- The owner codes and approves in one task
- The same audit history as PO backed invoices
Approvals run on the workflow you already have.
- Approval rules use ServiceNow workflow and approvals
- Exceptions reach the approver with the evidence attached
- Every decision lands in the platform audit history
Suppliers see payment status without emailing AP.
- One status from received to paid
- Suppliers check their own invoices
- Budget owners see where every invoice sits
Why the State of Utah bought instead of building.
Utah's Department of Technology Services already ran a custom purchasing application on ServiceNow. For IT vendor invoices it chose Invoiceflow over a custom build.
SoU had a custom-built purchase application on ServiceNow, which runs to our expectations. However, we knew that building an AI-enabled invoice processing solution on ServiceNow and integrating it to our purchasing system was definitely going to be a time-consuming project, which would need skilled ServiceNow resources.
The rate on the invoice comes from the award.
Invoiceflow reads the same supplier and contract record as the rest of Aavenir, so the reference rate is the one procurement negotiated.
Invoiceflow uses your instance's users, roles and approvals, and sits beside purchasing apps you have built there.
Invoices are still matched to the PO, the receipt and the contract, on the same record from award to payment.
What changes for the people who approve and pay. Finance and AP
AP automation questions.
What finance, AP and ServiceNow owners ask about Invoiceflow.
What is ServiceNow AP automation?
ServiceNow AP automation means running accounts payable work, such as invoice intake, matching, coding and approvals, on the ServiceNow platform. Aavenir Invoiceflow is built on ServiceNow and adds 2 and 3 way matching against the purchase order, the goods receipt and the contracted terms.
What is the difference between 2 way and 3 way invoice matching?
2 way matching compares the invoice with the purchase order. 3 way matching adds the goods receipt, so you pay only for what arrived. Invoiceflow also checks the invoiced rate against the signed contract terms, because a PO can carry the wrong price.
Does Invoiceflow handle non PO invoices?
Yes. Invoiceflow routes non PO invoices to the budget owner, who codes and approves them in one task on the ServiceNow workflow. They keep the same audit history as invoices backed by a purchase order.
Do I need ServiceNow to use Invoiceflow?
No. Invoiceflow is built on the ServiceNow platform and serves both ServiceNow and non ServiceNow customers. Teams already on ServiceNow reuse their users, roles, approvals and supplier records, and others get the same matching against the PO, receipt and contract.
What results have Invoiceflow customers published?
The State of Utah Department of Technology Services reports 5x faster data entry and a 70% faster invoice lifecycle for IT vendor invoices. Thrive Networks reports 100% paperless invoicing and an 80% increase in invoice processing efficiency. Both run Invoiceflow on ServiceNow.
See one of your invoices matched to its contract.
In a 30 minute session we walk an invoice through Invoiceflow: the PO, the receipt, the contract rate and the approval.
4.3★★★★★on G2
4.6★★★★★Gartner Peer Insights