Invoice automation
Invoices find their way to the right cost on their own
AIMZ fetches invoices from the accounts continuously, and matches them to the contract or change order they belong to. Automatic – instead of manual entry.
The challenge
Invoice processing is where the hours disappear
Every month, someone has to pull the invoices, work out what they're for, match them to the right contract or change order, and key them in. It's time-consuming work with little margin for error – and whatever doesn't get matched becomes invisible in the forecast.
Manual entry that takes days
Every invoice is found, matched to the right contract and keyed in by hand. Every month, on every project.
Leakage in the forecast
If an invoice comes in for a cost nobody planned for, the final forecast is wrong without anyone knowing.
The voucher lives somewhere else
To check what a cost is actually for, you have to go into the accounting system and search.
How AIMZ works
From a voucher in the accounts to the right place in the project
Invoices are fetched on their own
AIMZ integrates with the accounting system and fetches invoices and internal postings roughly every quarter of an hour – both incoming and outgoing. Invoice number, supplier, account, production code, dates, amount and retention come along. The voucher lives in AIMZ, so you don't have to search the accounts.
AI suggests, you decide
Every invoice lands automatically on the right account or production code. But it's the match against the planned cost – the contract, purchase, change order or counterclaim – that gives real control. AIMZ suggests the match with a confidence score, and you approve or override it.
Keep track of invoice status
An invoice is either received, matched, unmatched or rejected. Received invoices are in flight and can be matched even before they're posted.
What projects get out of it
Questions we often get
What happens if an invoice has a production code/account that doesn't exist on the project?
It's collected under a fallback account with no account or production code, instead of disappearing. From there you decide where it belongs.
Do I have to match every single invoice?
No. You can leave the invoice sitting on the account or production code. But then you're not tracking it against a planned cost, and you risk leakage in the forecast.
Can one invoice cover several costs?
Yes. You can split the invoice, for example with one part against a change order and the rest against contract work.
Can I see if an invoice has been paid?
Yes. Paid invoices get a check-mark icon, and invoices that are on hold or overdue without being paid get a warning icon until they're settled.