Credit Note Processing Agent
You chose finance for your analytical skills, not to match paperwork by hand. The Credit Note Processing Agent reads credit notes, checks them against section 21 of the VAT Act, matches them to the original tax invoices and queues validated data for your accounting system.
Ideal forAccounts payable teams
The difference
From 5-10 minutes per note to 10 seconds
Your AP and AR teams clear credit notes as they arrive and spend their time resolving disputes with suppliers and customers.
Done by hand
5-10 minutes per note
With the Vanine agent
10 seconds
Time returned to your team
98%
Indicative figures. We measure your own baseline in the first fortnight so the numbers you see are yours.
VAT adjustments that stand up
Output and input tax adjustments on your VAT201 need credit and debit notes that meet section 21. The agent checks each one so your adjustments are supported.
No more hunting for the original invoice
Matching credit notes to invoices by hand is slow and error-prone. The agent links them automatically using invoice numbers, order numbers and other references.
Clean ledgers, clear exceptions
Credit notes are coded consistently to your rules, and only the problem documents reach a person for review.
Capabilities
Credit notes read, checked, matched and coded without the manual grind.
Built for AP and AR clerks, accountants and finance managers in South African businesses of every size.
Automated data extraction
Reads credit notes in PDF, email or scanned form and extracts supplier or customer name, VAT numbers, credit amount, VAT and the original tax invoice number.
VAT compliance checks
Checks that credit and debit notes carry the details section 21 of the VAT Act requires, so the output and input tax adjustments on your VAT201 are supported.
Invoice matching and reconciliation
Matches each credit note to its original tax invoice using invoice numbers, order numbers or other references.
General ledger coding
Applies your rules to assign GL and VAT codes to every credit adjustment.
Exception handling
Routes credit notes with issues, such as a missing invoice reference, wrong VAT number or mismatched amount, to a person for review.
ERP integration and audit trail
Delivers validated data ready to import into Sage, Syspro, SAP, Dynamics 365 or Xero, with every field linked to its source for audit.
How it works
From your systems to a result you sign off
Your team reviews exceptions and approves the batch before anything is posted, and VAT adjustments flow into the VAT201 working paper for review.
Connect the places your supplier records already live.
Credit notes arriving in the AP or AR inbox or SharePoint, and open invoices from your ERP. Already use something else? We connect that too.
- OpenAI Frontier
- Your own AI platform or models
- Microsoft 365 (Outlook, SharePoint, Teams, Excel)
- Copilot Studio
- Sage, Syspro, SAP, Dynamics 365, Xero
- AP and AR inboxes, PDF and scanned credit notes
Watches the inbox and runs automatically, with exceptions surfaced in Teams or OpenAI Frontier for your team.
Coded, matched credit note data queued for import into Sage, Syspro, SAP, Dynamics 365 or Xero.
Step by step
- 01
A credit note arrives by email, upload or scan.
- 02
The agent extracts the data and checks section 21 requirements.
- 03
It matches the note to the original tax invoice and applies GL and VAT codes.
- 04
Problem notes are routed to a person for review.
- 05
Your team approves the batch and it is imported into your ERP.
Deployment
Runs inside the tools your team already uses
The same agent and the same cited output, delivered three ways: through the AI assistant you have rolled out, on a model you host yourself, or inside your own software.
In the frontier assistant you already pay for
We publish the agent as an MCP server. Add it as a connector and your team calls it from the chat they use every day, with no new tool to learn.
"Read the new Makro credit note"
- batch
- Week 38
- erp
- Sage X3
On a model you host yourself
Run the agent on open-weight models in your data centre or private cloud. Your supplier records never leave your network, which keeps POPIA and data residency straightforward.
- Llama
- Mistral
- Ollama
- or any OpenAI-compatible endpoint
Inside your own software
Trigger a run from your own workflows, and push the finished output into your ERP, GRC or reporting systems. We build the integration with your team.
- REST API
- Webhooks
- Batch jobs
- Embeddable review panel
Governed the same way, every route
Whichever way your team reaches the agent, identity, permissions and audit stay with your existing controls.
- Single sign-on through Entra ID, Okta or Google Workspace
- Reads only the documents each user is already allowed to open
- Every tool call written to an audit log you can export
How we deliver it
One agent, three ways to hold it
Start where your team already works, then take it as far into your systems as the value justifies.
DATA SECURITY & PRIVACY
Your supplier records stay yours.
The agent runs inside your tenancy, reads only what each task needs, and never trains on your supplier records. Every step is logged so your auditors can see exactly what it touched.
Built for regulated work.
+YOUR SUPPLIER RECORDS NEVER LEAVE YOUR ENVIRONMENT
More agents
More agents we build for South African enterprises
Each one is built on the same foundation: your documents, your rules, and your people signing off.
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