Finance, procurement & shared services
Let the routine invoices through. Stop the exceptions before money moves.
Suppliers keep sending invoices to the address they always use. Routario reads every attachment, separates invoices from everything else, extracts the fields, checks the arithmetic and your agreed terms, and sends each one to the right approver from your own matrix — with the discrepancy already explained.
What goes wrong today
The exceptions hide in the volume.
Every invoice gets the same attention.
The clean monthly rent and the invoice with the wrong bank account go through the same queue, at the same speed, past the same tired eyes.
Approvals live in e-mail threads.
Who needs to approve what depends on supplier, cost centre and amount. The rules are in someone's head, and so is the reminder.
Mistakes surface at month-end.
A duplicate, a price above what was agreed, VAT that doesn't add up — found at close, after the payment, when recovering it costs a phone call and a credit note.
How the Job runs
From the AP mailbox to an approved, explained invoice.
Mail arrives as it does today
Routario is added to the mailbox or distribution list suppliers already use. It splits the attachments and reads PDFs and structured e-invoices such as ISDOC.
Sorted and read
Operating-cost invoice, goods invoice, credit note, reminder, or not an invoice at all. The fields are extracted — supplier, amounts in each currency, VAT, dates, bank account, document status.
Checked
The arithmetic and VAT must add up. With your data, it is also checked against what was agreed: known supplier and bank account, contract price, order or delivery note.
Routed to the right person
Your own supplier-to-approver matrix decides who sees it. The approver gets the invoice, the check results and the reason it needs them — by e-mail, in Routario's inbox, or in Slack or Microsoft Teams.
Approved, recorded, handed over
Decisions are logged with who, when and why. Approved invoices go on to your accounting process. Routario doesn't pay or post — it prepares.
Invoice 2026-10417 · Facility services
Received Mon 08:12 via ap@ · Type: operating cost · Approver: facilities manager
The approver decides; nothing is paid by Routario.
Who does what
Routario prepares. People approve. Your systems pay.
What Routario does
- Reads every attachment and tells invoices from reminders, credit notes and everything else.
- Extracts the fields and checks that they add up; an unreadable document is flagged, never guessed.
- Compares with what was agreed — where you provide the contract prices, orders or delivery notes.
- Routes by your rules and chases approvers who haven't answered.
- Keeps the record: every document, check and decision, in one log.
What your team decides
- The approval matrix — who approves which supplier, cost centre and amount.
- Every approval and rejection. Anything that moves money stops at a draft until a person approves it.
- What is posted and paid, in your own accounting system, under your own controls.
Starting Jobs
Begin with intake. Add checks as your data comes in.
Invoice intake & sorting
- Evidence
- The AP mailbox, as it is
- Finds
- What each document is, its fields, and what can't be read
- Owner
- AP lead
- Action
- A clean, logged register of every incoming document
Approval preparation & routing
- Evidence
- Invoices plus your supplier-to-approver matrix
- Finds
- Who must approve, and what they should look at
- Owner
- Controller
- Action
- Approval requests with reminders and escalation
Arithmetic, VAT & duplicates
- Evidence
- The invoices themselves and the register
- Finds
- Totals and VAT that don't add up; the same invoice twice
- Owner
- AP lead
- Action
- Held for review with the reason shown
Invoice vs. contract or order
- Evidence
- Contract prices, orders or delivery notes — as exports
- Finds
- Prices, quantities or lines that weren't agreed or received
- Owner
- Buyer or budget owner
- Action
- Approve with the difference explained, or dispute
Supplier confirmation vs. order
- Evidence
- Order confirmations and your purchase orders
- Finds
- Changed quantities, dates, prices or terms
- Owner
- Buyer
- Action
- Only the differences routed for a decision
Freight & service invoices vs. rate card
- Evidence
- Carrier or service invoices and your rate cards
- Finds
- Charges above the agreed rate, surcharges, duplicates
- Owner
- Logistics or procurement
- Action
- Reviewed with evidence before deciding what to challenge
Economic model
Errors caught before payment, and time given back.
Overpayment prevented
Processing capacity
Try the first equation
Enter your own figures to size the opportunity.
We report what was found, what was acted on and what was realised — separately, so the value is never overstated.
What we need to start
- A copy of the incoming invoice mail — Routario added to the AP mailbox or distribution list.
- Your supplier-to-approver matrix, even if it's a spreadsheet today.
- A supplier list with bank accounts, if you want those checked.
- Optional exports: contract prices, orders, delivery notes, rate cards.
- An AP owner who reviews the first weeks' results.
Suppliers don't change anything. Your ERP stays the system of record — Routario reads exports and hands approved invoices on; it does not post.
The first weeks
Intake
Invoices read and registered alongside your current process — nothing changes for anyone yet.
Measure
Your team hand-checks a sample: what was sorted, read and flagged correctly.
Route
Approval requests switched on for the suppliers and approvers you choose.
Review
Accuracy, time to approval, exceptions caught. Extend, or stop.
Related
Looking beyond one process? We start with an assessment of where AI pays off across your business, and come back with a ranked shortlist.
How we work →Talk to us
Where do invoices get stuck — or slip through?
Tell us how supplier invoices reach you today, who approves what, and where the mistakes or delays show up.
We reply within one business day, usually with two or three questions and a suggestion for the first step.
Thanks — we have it.
We'll get back to you within one business day with how we'd approach it and what we'd need to start.