Capture and extraction
Invoices arrive by email, supplier portals and procurement systems, and are hard to track and key in.
- One searchable repository for every invoice
- OCR extraction of key fields
- Bundled invoices split automatically
Accounts payable automationEvery invoice checked against the contract.
Aavenir Invoiceflow captures every invoice, matches it to the PO, the goods receipt and the signed contract rate, then routes coding, receiving and approvals. Exceptions are held before payment.
Invoiceflow · INV-20931 · Litware Staffing2 exceptions| Line | Invoiced | Received | Contract rate | Result |
|---|---|---|---|---|
| Senior developer | 160 h at 96.00 | 160 h | 92.00 | Above rate |
| QA analyst | 80 h at 64.00 | 80 h | 64.00 | Matched |
| Project manager | 40 h at 84.00 | 32 h | 84.00 | Over receipt |
PO3 of 3
Goods receipt2 of 3
Contract rate2 of 3
- ReceivedDone
- CodedDone
- Matched2 exceptions
- ApprovalOn hold
- PaidWaiting
Approval taskBudget owner
Line 1 billed at 96.00 an hour. Contract CNTR000877, clause 4, sets 92.00.
Approve at contract rateReturn to supplier
Supplier viewLitware Staffing
INV-20931Under review
INV-20874Paid 09-10-2026
Trusted by enterprises across industries
Lumeris
NJIT
Guardian
Kettering Health
Grant Thornton
AGIO
American Seafoods Group
Express
Thrive
T.D. Williamson
5xFaster invoice data entryState of Utah DTS, IT vendor invoices on ServiceNowCase study →
70%Faster invoice lifecycleThe same State of Utah rolloutCase study →
100%Paperless invoicingThrive Networks, on InvoiceflowCase study →
80%Higher processing efficiencyThrive Networks invoice processingCase study →
Quick answer
What is accounts payable automation?
Accounts payable automation replaces the manual steps between receiving a supplier invoice and paying it: capture, data extraction, matching to the purchase order and goods receipt, coding, approvals, exception handling and payment status. Every invoice follows the same rules and leaves an audit trail.
Aavenir Invoiceflow also checks invoices against the signed contract, not only the PO: contract pricing, discounts, and tax and VAT terms. Discrepancies are flagged for review before payment.
Where AP time and money leak
Less time chasing approvals. No spend leakage.
Invoices arrive in every format, checks are manual, approvals stall in email, and nobody can see what is due when. These are the four places AP loses time and money.
Validation and exceptions
Manual checks are slow and miss mismatches, which leads to overpayments, duplicate payments and fraud risk.
- 2-way and 3-way matching against PO and receipt
- Matching against contracts
- Confidence thresholds that route exceptions to the right person
Approval workflow
Approvals stall in email threads and follow-up calls, delaying payment and blurring accountability.
- Routing by vendor type, spend category or risk level
- Real-time notifications to approvers
- A full audit trail on every decision
Payment visibility
AP data is scattered, so invoice status, payment terms and cash decisions are hard to manage.
- One status from received to paid
- KPI dashboards for payment timelines
- Working capital insight in one place
With Invoiceflow, customers report
71%Faster invoice processingCapture to payment
80%Lower processing costsLess manual handling per invoice
85%Touchless invoicesProcessed without manual intervention
Invoice matching
2-way, 3-way and contract matching, before payment.
Each check compares the invoice with a different record. Mismatches are flagged before the invoice moves on.
| Check | Compares the invoice to | What it catches |
|---|---|---|
| 2-way match | The purchase order: item, quantity, unit price and total | Wrong items, quantities or prices against the PO |
| 3-way match | The PO plus the goods receipt or service confirmation | Billing for hours or goods not yet received |
| Contract check | The signed contract: pricing, discounts, and tax and VAT terms | Prices, discounts or tax that differ from what was agreed |
Received to paid
How accounts payable automation works in Invoiceflow.
Six steps, from the moment an invoice arrives to payment.
-
1Capture and extract
Every invoice lands in one place.
- Invoices arrive from email, the supplier portal and other sources, in different formats
- AI and OCR extract header and line-item details, including handwritten invoices
- An invoice can be split by PO, cost center or business unit
-
2Match
2-way, 3-way and contract checks.
- 2-way against the PO, 3-way with the goods receipt or service confirmation
- Prices, discounts, and tax and VAT are checked against the contract
- Configurable rules flag mismatches for review
-
3Coding and receiving
Coding and receipts, confirmed in ServiceNow.
- GL account, cost center and project coded on the invoice
- Goods receipts and delivery checklists feed the 3-way match
-
4Non-PO invoices
Invoices without a PO go to the budget owner.
- Non-PO invoices route to the budget owner
- The same audit trail as PO invoices
- Routing by vendor type, spend category or risk level
-
5Approvals and exceptions
Exceptions reach approvers with the evidence attached.
- Built on ServiceNow workflow and approvals
- Exceptions route to the right stakeholders automatically, with real-time notifications
- Controls to avoid duplicate payments and overpayments
-
6Payment status
One status from received to paid.
- Suppliers see invoice and payment status in the vendor portal
- Budget owners see where each invoice sits
- KPI dashboards, prebuilt AP reports and exception trend analytics
Built on ServiceNow
ServiceNow AP automation, tied to the contract.
Invoiceflow connects to RFPflow, Contractflow and Obligationflow, so the contract rate it checks comes from the procurement award. It also connects invoice data with ERPs such as SAP and Oracle.
- RFPflowAwardNegotiated rates agreed
- ContractflowContractTerms and rate cards signed
- ObligationflowObligationsTracked after signature
- Invoiceflow This pageInvoice matchChecked against the contract
On ServiceNow
Invoiceflow runs on your ServiceNow instance, with ServiceNow workflow for approvals.
ServiceNow contract managementNot on ServiceNow
Aavenir apps are available standalone or pre-integrated for companies that do not run ServiceNow.
See integrationsFor finance and AP
How controllers, AP managers and budget owners use Invoiceflow day to day.
Finance and AP
Why Aavenir
Why teams choose Invoiceflow.
Start from your priority. Each one maps to a specific Aavenir capability.
If your priority is: paying the right priceChecked against the contract
Contract pricing, discounts, and tax and VAT terms are checked, not only the PO.
If your priority is: less manual entryAI capture
AI and OCR extract header and line-item details, including from handwritten invoices.
If your priority is: fewer stuck exceptionsRules route exceptions
Configurable mismatch rules flag issues, and exceptions route to the right stakeholders automatically.
If your priority is: fewer supplier emailsSuppliers see status
The vendor portal shows invoice and payment status in real time.
Aavenir is the right fit when you:
- Pay against negotiated contract rates
- Need 2-way and 3-way matching plus contract checks
- Want invoice approvals on configurable workflows
- Want suppliers to check their own invoice status
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.
5xFaster data entry
70%Faster invoice lifecycle
8,000+Invoices a year from 600+ vendors
Watch and read
Read how AP teams run it, then see the results.
Case studyGovernment · Invoiceflow on ServiceNowThe State of Utah processes IT vendor invoices 5x fasterUtah's Department of Technology Services moved 8,000+ paper invoices a year from 600+ IT vendors onto ServiceNow, with full control and visibility over spend.Read the case study
Thrive Networks100%paperless invoicingIT services · InvoiceflowThrive Networks goes paperless on invoices
100%Paperless invoicing
80%Processing efficiency
100%Transparency on invoice status
On demand webinar · 44 minOn demandAI-powered obligation managementWebinar · ObligationflowPrevent breach of contract nightmares with AI-powered obligation management
LiveProduct demo
44Minutes
2Speakers
Straight answers
AP automation, answered.
What AP managers, controllers and finance teams ask first.
What is accounts payable automation?
Accounts payable automation replaces the manual steps between receiving a supplier invoice and paying it: capture, data extraction, matching to the purchase order and goods receipt, coding, approvals, exception handling and payment status. Aavenir Invoiceflow also checks invoices against the signed contract.
What makes Invoiceflow different from generic AP automation?
Invoiceflow matches invoices to the PO and goods receipt, and also checks them against the signed contract: pricing, discounts, and tax and VAT terms. Because it connects to RFPflow and Contractflow, the contract rate it checks comes from the procurement award.
What is ServiceNow AP automation?
ServiceNow AP automation runs accounts payable work such as invoice intake, matching, coding and approvals on the ServiceNow platform. Invoiceflow runs on ServiceNow and matches invoices against the PO, the goods receipt and the contract.
What is the difference between 2-way and 3-way matching?
A 2-way match compares the invoice with the purchase order. A 3-way match adds the goods receipt, so you pay only for what arrived. Invoiceflow also checks invoices against contract pricing, discounts, and tax and VAT terms.
How does AP automation prevent overpayments and duplicate payments?
Invoiceflow matches each invoice against the PO, the goods receipt and the contract, and configurable rules flag mismatches in price, tax, VAT and discounts before payment. These automated checks are designed to avoid duplicate payments and overpayments.
Does Invoiceflow handle non-PO invoices?
Yes. Invoiceflow handles PO-based and non-PO invoices. Non-PO invoices route to budget owners, with the same audit trail.
Can Invoiceflow capture invoices from email and supplier portals?
Yes. Invoiceflow captures invoices from email, the supplier portal and other sources, in different formats. AI and OCR extract the header and line-item details before matching starts.
Do I need ServiceNow?
No. Invoiceflow works on ServiceNow instances and for companies that do not run ServiceNow.
What results have customers published?
The State of Utah Department of Technology Services reports 5x faster data entry and a 70% faster invoice lifecycle, from up to 10 days per invoice to 2 to 3 days in most cases. Thrive Networks reports 100% paperless invoicing and 80% higher processing efficiency.
Next step
See invoices matched to the contract.
A 30-minute walkthrough of Invoiceflow, from capture and matching to approval and payment.
4.3 ★★★★★on G2
4.6 ★★★★★Gartner Peer Insights
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