Stop keying invoices into your ERP.
We automate AP/AR and three-way matching for Ontario manufacturers on NetSuite, QuickBooks, Sage and SAP. Your team approves. The bots do the matching.
Works with NetSuite, QuickBooks, Sage and SAP · Grant funding support · Founder-led, Toronto
This morning’s supplier invoices
Example with sample data
INV-20931, PO 4471, receipt R-882. Matched.
INV-20932, PO 4475, receipt R-886. Matched.
Received 480, PO says 500. Sent for review.
INV-20934, PO 4480, receipt R-891. Matched.
What manual AP/AR costs you
Move the sliders to match your month. The estimate updates as you go.
Recovered time is capacity, not automatic cash savings. It turns into savings when it reduces overtime, temp staff or hiring, or frees your team for other work. Implementation and running costs are quoted in the free assessment.
Get my exact numbersHow we calculate this
- About 75% of invoices and payments are handled end to end. The rest go to your team as exceptions.
- Each automated invoice still gets a one-minute human review.
- Applying a customer payment by hand takes about 4 minutes; an automated one gets a 30-second check.
- Labour value = hours recovered × 12 months × your hourly cost.
- A working day is 7.5 hours.
Where AP/AR time goes
Accounts payable and receivable are full of repeatable steps: reading invoices, matching them to purchase orders and receipts, chasing approvals, matching payments and sending reminders. We automate those steps in the systems you already use, and keep approvals with your team.
Two or more sound familiar? See what they cost you →
How each workflow runs
Three AP/AR workflows, from what arrives to what your team sees.
Invoice 3-Way Matching
- Fewer errors. Faster close.
Collections Follow-up
- Faster payment. Less chasing.
Vendor Statement Check
- Differences caught early.
Everything between the invoice and the ledger
Four areas where AP/AR teams lose the most time. Each one shows how we build it: with AI, with RPA bots, or by connecting your ERP to the tools around it.
Three-way matching
Invoices are matched to the PO and the receiving record line by line. Only real exceptions reach your team.
Invoice capture and coding
Invoices are read from the AP inbox, PDFs and scans, and coded to the right accounts.
Approval routing
Invoices go to the right approver by amount and department, with reminders when they stall.
Payment run preparation
Approved invoices are batched into a payment run for you to review and release.
Cash application
Remittances from email and bank files are matched to open invoices and applied in your ERP.
Collections follow-up
Overdue accounts get reminders, and replies are sorted into promises to pay, disputes and questions.
Customer portal invoicing
Invoices are uploaded to customer portals as soon as they are created.
Credit holds
Accounts over their limit are flagged to sales before the next order ships.
Vendor statement reconciliation
Supplier statements are read and compared with your ledger, with every difference listed.
Bank reconciliation
Bank transactions are matched to the ledger every day, so month-end starts mostly done.
Accrual preparation
Open POs and recurring costs are pulled into a draft accrual list for review.
Close reporting
AP aging, AR aging and cash reports are ready on the first business day.
Works with the ERP you have
NetSuite, QuickBooks, Sage and SAP through their APIs, or bots on the same screens your team uses.
NetSuite
Bills, payments and vendors posted through the NetSuite API, inside your approval rules.
QuickBooks
Bills, payments and vendor records kept in sync with QuickBooks Online or Desktop.
Sage, SAP and others
Where there is no API, a bot enters the data on screen and logs every entry.
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.
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 AP/AR 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 AP/AR automation opportunities, ranked by time saved
- Which tool fits each one: AI, RPA or an ERP integration
- Your real hours-back and cost estimate
- 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.
AP/AR 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 your team 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.
Do our approval controls stay in place?
Yes. Automations follow your approval limits and segregation of duties, every step is logged, and nothing is paid without the approvals you set.
How does it handle messy invoices?
AI OCR reads PDFs, scans and photos. Anything it is not sure about is flagged for review instead of guessed.
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. We check this in the free assessment and help you apply.
GET STARTED
Let's talk about your workflows
Request a free assessment or send us a message.
We’ll get back to you within one business day.
30 minutes to explore your automation opportunities. No pitch, no pressure, just a focused conversation about your workflows.
- Identify high-impact automation opportunities
- Discuss your current tech stack
- Get a ballpark timeline and approach
Request a free assessment
Tell us about your process and goals. We will reply within one business day.
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