> ## Documentation Index
> Fetch the complete documentation index at: https://help.alk.work/llms.txt
> Use this file to discover all available pages before exploring further.

# Accounts Payable Automation

> Extract vendor and invoice data, run 2-way or 3-way matching, and route invoices for approval

## Overview

Accounts Payable Automation is a workflow for intake, screening, and extraction of key invoice information so finance teams can review invoices quickly and consistently.

It extracts vendor, invoice, line-item, and tax details; runs 2-way (invoice–PO) or 3-way (invoice–PO–receipt) matching; and routes invoices for approval based on threshold rules.

**What you get:** a structured table of extracted fields you can review, edit, and export.

<Tip>
  To set up the workflow (creating sessions, uploading documents, running a workflow, and exporting), see [Setting Up a Workflow](/workflows/setting-up-a-workflow) for a comprehensive guide. This page focuses on what's specific to **Accounts Payable Automation**.
</Tip>

## When to use Accounts Payable Automation

Use this workflow when you need a consistent, compliant first-pass review of supplier invoices, including:

* Vendor identity and tax details
* Invoice dates and payment terms
* Line-item and tax breakdown
* PO/receipt matching (2-way or 3-way)
* An approval tier and recommendation driven by rules

## Step-by-step usage

<Steps>
  <Step title="Open the workflow">
    Navigate to **Workflows** > **Template gallery** and select **Accounts Payable Automation**.
  </Step>

  <Step title="Upload documents">
    Upload the invoice documents (PDF only).
  </Step>

  <Step title="Upload supporting documents (optional)">
    Upload supporting documents for matching (PO and receipt/GRN), if your process requires 2-way or 3-way matching.
  </Step>

  <Step title="Run extraction">
    Click **Run** to begin extraction and matching.
  </Step>

  <Step title="Review extracted fields">
    Review the extracted fields and edit anything that is incorrect.
  </Step>

  <Step title="Export">
    Export results (CSV or Excel) for reporting or downstream processing.
  </Step>
</Steps>

## Inputs

* **Required:** access to [alk.wamiri.com](http://alk.wamiri.com)
* **Required:** stable internet connection
* **Required document type:** invoice documents (**PDF only**)
* **Optional (recommended for matching):** purchase order and receipt/GRN documents

## What's specific to Accounts Payable Automation

1. **Columns are your screening criteria.** Invoice review works best when your columns mirror how your team screens invoices. Feel free to edit columns where necessary.
2. **Matching is part of the workflow.** Choose whether to run a **2-way match (invoice–PO)** or a **3-way match (invoice–PO–receipt)** depending on what documents you provide and how your process is configured.
3. **Approval routing is rule-driven.** The workflow assigns an **Approval Tier** based on thresholds and/or matching outcomes and provides an **Approval Recommendation** to speed up review.

## Standard fields (default columns)

| Field                       | Description                                                                                                                                        | Field Type | Task Type  |
| --------------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------- | ---------- | ---------- |
| **Invoice Number**          | Unique identifier for the invoice as shown on the invoice document.                                                                                | Text       | Extraction |
| **Vendor Name**             | Supplier name as shown on the invoice.                                                                                                             | Text       | Extraction |
| **Vendor Tax ID**           | Supplier tax identification number (e.g., TIN/VAT), if present.                                                                                    | Text       | Extraction |
| **Invoice Date**            | Date the invoice was issued.                                                                                                                       | Date       | Extraction |
| **Due Date**                | Payment due date per invoice terms.                                                                                                                | Date       | Extraction |
| **PO Number**               | Referenced purchase order number, if present.                                                                                                      | Text       | Extraction |
| **Line Items**              | Invoice line-item breakdown (description, quantity, unit price, line total).                                                                       | Text       | Extraction |
| **Subtotal**                | Total before tax.                                                                                                                                  | Number     | Extraction |
| **Tax Amount**              | Total tax amount (VAT/WHT/etc.) as shown on the invoice.                                                                                           | Number     | Extraction |
| **Total Amount**            | Invoice total payable amount.                                                                                                                      | Number     | Extraction |
| **PO Match Status**         | 2-way match outcome (invoice ↔ PO): Matched, Partial, Not Matched, or PO Not Found, with a brief reason.                                           | Text       | Reasoning  |
| **Receipt Match Status**    | 3-way match outcome (invoice ↔ PO ↔ receipt/GRN): Matched, Partial, Not Matched, or Receipt Not Found, with a brief reason.                        | Text       | Reasoning  |
| **Approval Tier**           | Assigned approval tier based on total amount thresholds and/or matching outcomes (per your configured rules).                                      | Text       | Reasoning  |
| **Approval Recommendation** | Recommendation: Approve, Needs Review, or Reject, based on completeness, validations, match statuses, and approval tier, with a concise rationale. | Text       | Reasoning  |

## Customising Accounts Payable Automation columns

You can tailor columns to match how your finance team reviews invoices.

* Add columns for any additional data you need to extract (e.g., WHT rate, bank details, cost center, GL code).
* Rename columns to be explicit (for example, include the expected format).
* Keep column names clear and unambiguous to improve extraction quality.

## Important notes

* Always validate critical identifiers (invoice number, vendor name, totals) against the source document.
* If a field is consistently wrong, simplify the column name or add a short instruction to the column prompt.
* Matching quality depends on document completeness and clarity. Provide PO/receipt documents when you expect 2-way/3-way matching.

## Related articles

* [Setting Up a Workflow](/workflows/setting-up-a-workflow)
* [How To Add Custom Columns](/workflows/setting-up-a-workflow#how-to-add-custom-columns)

## Need help?

If you run into issues, contact the Wamiri support team at [support@wamiri.com](mailto:support@wamiri.com). Include:

* What you were trying to do
* What happened instead
* Any error messages
* Steps to reproduce
* Screenshots or recordings (if available)