Cloud-Based AP Automation Software.For modern finance teams.
Accounts payable (AP) automation software digitizes and streamlines the entire invoice-to-pay workflow, from automated header and line-item OCR data capture to 2-way and 3-way purchase order (PO) matching, dynamic approval routing, and direct General Ledger (GL) synchronization. By replacing manual invoice processing, platforms like TimeTrackerOn reduce invoice cycle times from weeks to hours, prevent duplicate disbursements, and secure early payment discounts without adding headcount.
Slash AP operational costs by over 80% through automated data extraction.
Down from standard 15-day manual paper routing cycles, enabling early payment discounts.
Proprietary OCR eliminates keying errors across complex multi-page vendor bills.
Machine-Vision Invoice Ingestion That Eliminates Data Entry
Vendor bills arrive in varied formats—scanned PDFs, email attachments, paper receipts, or electronic EDI files. TimeTrackerOn’s OCR engine extracts core financial data instantly.
- Intelligent Document Parsing: Captures invoice numbers, dates, payment terms, currency, vendor tax IDs, and line-item descriptions automatically.
- Automated Inbox Capture: Dedicated forwarding email addresses (
ap@yourfirm...) automatically ingest and parse PDF attachments into pending queues. - Continuous Machine Learning: The system learns vendor-specific layouts over time, achieving touchless processing for recurring monthly supplier bills.
Automated 2-Way and 3-Way PO Matching with Variance Guardrails
Reconciling vendor invoices against purchase orders and receiving documents manually causes massive accounting bottlenecks.
- 2-Way Match Verification: Automatically compares the invoice against the original Purchase Order (PO) to confirm agreed rates and authorized line items.
- 3-Way Match Validation: Compares invoice line items against POs and receiving slips (proof of delivery/completion) to prevent paying for undelivered goods.
- Configurable Variance Thresholds: Set permissible percentage or dollar tolerances (e.g., ±1% freight or tax adjustments) for instant automated approval.
Dynamic Approval Hierarchies Based on Amount, Department, and Project
Invoices stalled on executive desks delay supplier payments and jeopardize credit terms.
- Multi-Tier Routing Rules: Configure custom routing rules by invoice amount (e.g., Manager up to $5,000, Director up to $25k, CFO above $25k) or cost center.
- Project Manager Line-Item Sign-Off: Route subconsultant or trade vendor invoices directly to the assigned project lead for phase delivery confirmation.
- One-Click Mobile & Email Approvals: Authorizers review line-item detail and approve or reject bills directly via encrypted email links or mobile push notifications.
Proactive Audit Controls That Block Duplicate Payments and Vendor Fraud
Prevent accidental overpayments, duplicate disbursements, and fraudulent bank account changes before payment execution.
- Duplicate Invoice Interception: Scans active and historical ledgers across vendor name, invoice date, amount, and reference numbers to block identical invoices immediately.
- Bank Detail Change Verification: Flags vendor banking information updates with mandatory dual-authorizer verification workflows to defend against Business Email Compromise (BEC).
- Audit-Proof History: Every view, edit, line-item adjustment, approval, and ERP sync timestamp is permanently recorded in an immutable audit trail.
Connecting Vendor Payables Directly to Project Billing
Treating vendor payables as isolated corporate overhead causes project margin leakage. TimeTrackerOn bridges inbound accounts payable with outbound client revenue. Subcontractor bills and material costs captured through our AP engine link directly to project phases inside our time and billing software. Finance teams capture every rebillable vendor markup without manual spreadsheet tracking, while employee-incurred spending flows into our expense management software under a unified General Ledger dimension framework.
- Vendor Invoices
- Subcontractors
- Employee Expense
- 2- & 3-Way Match
- Project WIP Tag
- Multi-Tier Sign
- General Ledger Sync
- Client Rebill Generation
- Automated Payment Rails
Manual AP vs. Legacy Suites vs. Platform
| Operational Capability | Manual AP (Paper & Excel) | Legacy Standalone AP Tools | TimeTrackerOn Platform |
|---|---|---|---|
| Line-Item Data Extraction | 100% Manual Keying | Basic OCR (Header only) | AI-Powered Line-Item OCR (99.4% accuracy) |
| 2-Way & 3-Way PO Matching | Manual visual check | Add-on module / Complex | Automated real-time matching with tolerance logic |
| Project & WIP Cost Re-billing | Manual spreadsheet cross-check | Disconnected from AR billing | Native 1-click rebill attachment to client invoices |
| Approval Cycle Velocity | 12–18 Business Days | 5–7 Business Days | Under 48 Hours via automated routing |
| ERP Dimension Sync | Manual CSV batch import | Basic one-way vendor sync | Bi-directional REST sync with dimensions & GL |
| Employee Expense Integration | Disconnected tool/process | Not available | Unified employee expense and vendor AP portal |
Financial System & ERP Compatibility
Push approved expenses and verified bills directly into your core accounting ledger.
Sage Intacct AP Integration
Real-time bi-directional synchronization of AP Bills, payment status, vendor records, and multi-entity GL dimensions.
Explore Sage Intacct integration IntegrationQuickBooks Payables Bridge
Automatically push verified vendor invoices directly to QuickBooks Bills with matched expense categories and chart of accounts.
Xero Bill Automation
Generate draft or approved bills in Xero with attached high-resolution PDF receipts and PO tracking.
A&E Project ERP Connectors
Pass through engineering subconsultant invoices and plotting costs for automated architecture time tracking billing.
Technical & Operational Details
What is AP automation software and how does it work?
What is the difference between 2-way and 3-way PO matching?
How does TimeTrackerOn prevent duplicate invoice payments?
Can we enforce project-specific approval rules for subcontractor invoices?
Accelerate Your Invoice Approvals and Eliminate AP Bottlenecks
Replace paper invoices, manual data entry, and delayed month-end closes with automated line-item OCR, 3-way PO matching, and direct General Ledger integration.