Sample workflow
Three-way matching, done before your team opens the queue
Each supplier invoice is checked line by line against its purchase order and goods receipt. Clean matches post to your ERP. Anything that does not match goes to the right person with the reason attached.
- Works with NetSuite, QuickBooks, Sage and SAP
- Your tolerances and approval rules
- People approve every exception
Invoice INV-20933, Delta Fasteners
Example with sample data
Ordered 500, received 500, invoiced 500. Matched.
Ordered 1,200, received 1,200, invoiced 1,200. Matched.
Ordered 500, received 480, invoiced 500. Sent to purchasing to approve.
Where the paperwork piles up
Manufacturers run on purchase orders, invoices and receipts, and most of them are still matched by hand. We automate the AP/AR work and the data entry between your ERP, inbox and suppliers.
Two or more sound familiar? That is usually where the quickest wins are. Find my quick wins →
Where automation fits in your plant
Four areas where manufacturers lose the most time to manual work. Each use case shows how we build it: with AI, with RPA bots, or by connecting your ERP to the tools around it.
Customer POs into sales orders
Purchase orders arriving by email or PDF are read, checked against price lists and entered as sales orders in your ERP.
Order acknowledgements
Confirmations go back to the customer with ship dates as soon as the order is entered.
Invoice on shipment
When an order ships, the invoice is created and sent without anyone keying it.
Collections follow-up
Overdue invoices get polite, account-specific reminders, and replies are sorted for your AR team.
Three-way matching
Supplier invoices are matched to the purchase order and the receiving record. Only the mismatches reach your team.
Supplier onboarding
New supplier forms, tax details and banking information are collected and set up in your ERP.
PO confirmation chasing
Suppliers who haven't confirmed a PO get a follow-up, and their replies update the expected date.
Vendor statement reconciliation
Supplier statements are compared with your payables ledger and the differences are listed.
Shift and production reports
Output, scrap and downtime figures are pulled from the floor systems into one report before the morning meeting.
Inspection and NCR forms
Paper inspection sheets and non-conformance reports are digitised and logged against the right job.
Certificates of analysis
Values are pulled from supplier certificates and checked against your specifications.
Maintenance requests
Requests from email or a form are categorised and routed to the right technician.
Reorder alerts
Stock levels are checked against reorder points, and purchasing gets a draft PO before you run short.
Supplier ETA tracking
Order status is collected from supplier portals and emails, and late deliveries are flagged.
Shipping documents
Bills of lading and packing lists are read and matched to the right shipment.
Customer portal updates
Ship notices and order status are entered into customer portals and EDI systems for you.
How each workflow runs
Three manufacturing workflows, from what arrives to what your team sees.
Shift Report
- Report ready before the morning meeting.
Certificate Checks
- Out-of-spec lots caught at receiving.
3-Way Matching
- Only mismatches need a person.
Already running for Ontario businesses
Real automations we have built for Ontario businesses. Ask us for a walkthrough of the one closest to your work.
Golden Freight
A UiPath bot books ocean container shipments on the Maersk portal every 30 minutes during office hours, and writes the booking numbers back automatically.
Hamilton Pharmacy
Kroll batch processing is automated across three workstations, including copay and insurance-order handling, with ongoing monitoring and support.
Hitech Group International
An AI vision project that checks packaging print, labels and barcodes against approved artwork, with human review. We scoped it and built the NRC IRAP funding case.
AI, RPA or an integration?
We choose the tool that fits the job, then build it on Microsoft Power Automate, UiPath or n8n. Hover or tap a card to see what each one does in your plant.
AI
In your plant
RPA
In your plant
Integrations
In your plant
Speak directly with the founder
Every project is led by Darpan Begdai, who spent 20 years consulting for Fortune 500 companies such as Walmart Financial, Tim Hortons and Canadian Tire. You get that experience on your project, without the big-firm price or the layers of account managers.
Darpan Begdai, Founder & CEO, Apex Bit Solutions
Your free assessment includes
- Your best automation opportunities, ranked by time saved
- Which tool fits each one: AI, RPA or an integration
- A rough estimate of the hours your team gets back
- Whether a grant could cover part of the cost
No cost and no obligation. If automation isn’t worth it for you, we will tell you.
Manufacturing questions, answered
Have a question that isn’t here? Email info@apexbit.net and we will reply within one business day.
Which ERPs do you work with?
NetSuite, QuickBooks, Sage and SAP are the most common, and we work with other ERPs and accounting systems too. If staff can do it on screen, a bot can usually do it as well.
Do we need an API?
No. Where your systems have an API we use it. Where they don't, RPA bots work through the same screens your team uses.
What happens to invoices that don't match?
They are held and sent to the right person with the reason, such as a price or quantity difference. Matched invoices move on for approval.
Who maintains the bots?
We do, if you want us to. Every automation is documented, monitored and owned by you, and we update it when your systems change.
Can a grant help pay for it?
Often, yes. Ontario and federal programs can cover part of the planning or project cost, depending on your business. Our grants page lists what is open and how we help you apply.