Vera
Accounts Payable Verification Lead
Extracting invoices from email, validating details, drafting POs
Vera extracts supplier invoices from email, validates details against your business rules, performs tax/compliance checks, drafts purchase orders, and notifies AP teams for confirmation.
She monitors supplier email accounts, reads incoming invoices, validates against PO/GRN/contract rules, checks supplier compliance status, and prepares clean, auditable purchase orders for one-click approval.
Key Responsibilities
- Monitor supplier email accounts for incoming invoices
- Extract invoice data (supplier, invoice number, date, amount, line items, tax)
- Validate against existing PO/GRN/contract rules
- Check supplier tax compliance status and registration
- Draft purchase orders for review
- Flag exceptions and compliance issues with evidence
- Route approvals to appropriate personnel
- Maintain audit trail of all actions
How Vera Works
2. Document Extraction: When invoice PDF arrives, extracts key data: supplier, invoice #, date, amount, line items, tax codes
3. Validation: Checks supplier exists in system, tax ID is valid, amounts are reasonable, currency is correct
4. Matching: Verifies PO exists, GRN has been received, prices match approved rates
5. Decision Point:
- If all clear: Drafts PO in Predictiv, notifies AP team for 1-click approval
- If issues found: Creates exception task with evidence attached, routes to AP supervisor
6. Approval: AP team reviews draft, approves or adjusts, action recorded in audit trail
7. Follow-up: Vera monitors for missing information, sends reminders, tracks resolution
Control Points & Governance
- Approval required: All POs above configured threshold (typically $500-$1000)
- Audit trail: Every extraction, validation check, and decision logged with timestamp and reason
- Review queue: All exceptions routed to AP supervisor with context and supporting documents
- Manual override: AP team can always intervene, adjust, or reject Vera's recommendations
- Threshold alerts: Unusual amounts, new suppliers, missing POs trigger mandatory review
Benefits
Speed
• 75% faster processing: Invoice to PO in minutes, not hours
• 24/7 operation: Invoices processed overnight, ready for morning approval
• Batch processing: Handle month-end volume spikes without overtime
Accuracy
• Fewer errors: Consistent validation rules eliminate manual data entry mistakes
• Better compliance: Tax checks automated, missing registrations flagged immediately
• Duplicate prevention: Automatic detection of duplicate invoice numbers
Real-World Use Cases
Use Case 1: High-Volume FMCG Distributor
Challenge:
- Manual data entry couldn't keep pace with volume
- Duplicate invoices slipping through
- Month-end backlog requiring weekend work
Implementation:
- Vera monitors 3 supplier email accounts
- Validates against 5,000+ active POs
- Routes exceptions to senior clerk
Results:
- 80% of invoices processed straight-through
- 20% flagged for review (duplicates, pricing issues, missing POs)
- Same team now handles 3x volume
- Duplicate payments eliminated
- No more weekend work
Use Case 2: Manufacturing with Multiple Sites
Challenge:
- "We never got that invoice" disputes
- Invoices arriving at wrong site email
- Payment delays causing supplier friction
Implementation:
- Vera monitors all 4 site email accounts
- Routes invoices based on delivery location
- Alerts site managers to missing POs
Results:
- Centralized invoice capture
- No more lost invoices
- Supplier disputes reduced 60%
- Payment cycles shortened
Use Case 3: Services Company with Expense Claims
Challenge:
- Mix of supplier invoices and expense claims
- Policy compliance issues (unapproved vendors, excessive amounts)
- Manual categorization time-consuming
Implementation:
- Vera distinguishes supplier invoices from expense claims
- Checks expenses against policy (hotel rates, meal limits)
- Routes policy violations to finance manager
Results:
- Policy compliance improved from 60% to 95%
- Finance team focuses on exceptions only
- Faster reimbursement for compliant claims
Frequently Asked Questions
Can Vera process invoices in multiple languages?
Yes—English, French, Portuguese. Additional languages available on request.
What happens if Vera makes a mistake?
AP team can reject or adjust any draft. Vera learns from corrections to improve future accuracy.
Does Vera replace our AP team?
No—Vera handles routine processing; your team focuses on exceptions, supplier relationships, and strategic decisions.
How long does setup take?
Typically 2-3 weeks: email account setup, rule configuration, shadow mode testing.
What if our suppliers don't send invoices by email?
Vera can also process invoices uploaded to a designated folder or submitted via web portal.
See Vera Process Real Invoices
Book a 15-minute demo showing Vera handling your typical invoice scenarios