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Invoiceflow · Coding and receiving

Coded and received before anyone keys a line.

Invoiceflow learns your invoice patterns and proposes coding for each line, on PO and non-PO invoices. Receiving is confirmed in the same workflow rather than by email, so matching has what it needs.

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Definition

What is invoice coding and receiving?

Invoice coding assigns each invoice line to the right general ledger account and cost center, and receiving confirms that the goods or services billed were delivered, two checks AP needs before an invoice can be matched and paid.

In Invoiceflow, the AI engine learns invoice patterns and automates coding and data entry, as it does for the State of Utah DTS. Receiving sits in the same workflow, so 2-way and 3-way matching against the PO and goods receipt can run without an email chase.

  • AI proposes coding from learned invoice patterns
  • Coding works on PO and non-PO invoices
  • Receiving confirmed in the workflow, not by email
  • AP approves every proposed code

Our customers

Procurement, legal, IT, finance, and sales teams run their contracts on Aavenir.

American Seafoods GroupT.D. WilliamsonThriveExpress Employment ProfessionalsMUFGState of Utah

How it works

One invoice, coded and received.

  1. Codes learned from how your team coded past invoices Each line gets an account and cost center AP accepts or changes each proposal.

  2. The budget owner confirms goods, software or services were delivered The receipt is recorded against the PO An invoice without a receipt waits as an exception.

  3. 2-way and 3-way matching against the PO and goods receipt Contract pricing checked against the signed contract Exceptions route by confidence threshold.

Watch

See it in the product.

0:17Demo How to extract invoice data with AI

Customer results

Coding and receiving were the manual part.

Two Invoiceflow customers described the same hand work before automation.

GL codes mapped by hand

Thrive Networks mapped GL codes manually before Invoiceflow. It reported an 80% increase in invoice processing efficiency.

Receiving checked by email

At the State of Utah DTS, receiving for software and services was checked by email. On Invoiceflow it reports 5x faster data entry.

Consistent coding

When a supplier's lines are coded the same way every month, budget reports stay comparable.

Results

What customers report after moving to Aavenir.

5x faster data entry at the State of Utah Division of Technology ServicesCase study
70% faster invoice lifecycle at the same divisionCase study
100% paperless invoicing at Thrive NetworksCase study
80% increase in invoice processing efficiency at Thrive NetworksCase study
“
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.
Tyrel King Financial Manager II, State of Utah DTS

Aavenir and the alternatives

How Aavenir compares with the other ways teams do this.

What matters Aavenir Invoiceflow Standalone AP tools Manual accounts payable
Capture Invoices from email and the supplier portal, extracted with AI and OCR, bundled files split Often strong capture and OCR Keyed in by hand
Matching 2 and 3 way matching against the PO and the goods receipt PO matching is standard Spot checks
Contract terms Each invoice checked against the signed contract's pricing, discounts and tax terms Rarely connected to the contract record Whatever the reviewer remembers
Where it runs On ServiceNow or standalone, connected to your ERP Their own platform with ERP connectors The ERP plus spreadsheets
Where others can be stronger Focused on checking invoices against the contract Some AP suites also run supplier payments end to end No new system to learn

Comparisons describe categories of tools, not named products. For named comparisons, see Aavenir compared.

Further reading

Procurement Source to pay vs procure to pay Read the article Contract management Where contract value goes after signature Read the article AI in contract lifecycle management AI agents in contract management: what they actually do Read the article

Questions

Talk to a contract expert

Bring a few sample agreements. We will show you Aavenir AI reading them, on ServiceNow or standalone.

Schedule a Demo

The rest of the invoice

Invoiceflow Every invoice checked against the contractLearn more Invoice workflow Routing and exceptionsLearn more AI invoice processing Capture, extraction and matchingLearn more Invoice to contract compliance Are we paying what the contract saysLearn more Integrations Word, e-signature, ERP and ServiceNowLearn more For CFO, CPO, GC and CIO Portfolio answers for leadershipLearn more

Frequently asked questions (FAQ)

Common questions

What is invoice coding?

Invoice coding assigns each line of a supplier invoice to a general ledger account and cost center so it lands correctly in the books and budgets. Invoiceflow proposes codes learned from past invoices, and AP approves them. See Invoiceflow.

Can Invoiceflow code non-PO invoices?

Yes. Invoiceflow handles PO and non-PO invoices. For non-PO invoices, coding and routing by vendor type, spend category or risk replace the purchase order match, and the budget owner approves. See invoice workflow.

What is 3-way matching?

3-way matching compares the invoice with the purchase order and the goods receipt before payment. 2-way matching compares invoice and PO only. Invoiceflow does both, and also checks pricing, discounts and tax against the signed contract. See AI invoice processing.

Have a question we have not answered? Ask the Expert

Schedule a demo

See your contracts run on one record.

  • 1 A 30 minute walkthrough Built around your team, whether that is procurement, legal, IT or finance.
  • 2 Your contracts, not ours Bring a few sample agreements and watch Aavenir AI extract and review them.
  • 3 ServiceNow or standalone We show the deployment that fits the systems you already run.

Prefer to talk first? Contact the team.