Invoice Exception Agent
The Invoice Exception Agent matches every supplier invoice to its purchase order and goods received note, checks prices, quantities and VAT, and clears the clean ones for payment. Only the mismatches reach a person, each with the reason it failed and the supplier or buyer who can fix it.
Ideal forAccounts payable teams
The difference
From 8-12 minutes to 10 seconds per invoice
Your AP team clears the month’s invoices in days, and spends that time with the suppliers and buyers who need it.
Done by hand
8-12 minutes per invoice
With the Vanine agent
10 seconds per invoice
Time returned to your team
95%
Indicative figures. We measure your own baseline in the first fortnight so the numbers you see are yours.
Your team works the exceptions, not the pile
Most invoices match. The agent clears them in seconds so AP clerks spend their day resolving the few that do not, instead of ticking every line.
No more paying for what never arrived
Quantity and price checks against the GRN catch short deliveries, price creep and duplicate invoices before the payment run, not after the auditors find them.
Suppliers paid on time
Clean invoices move straight to approval, so you meet payment terms, keep early settlement discounts and stop fielding "where is my payment" calls.
Capabilities
Pay the invoices that match, and only look at the ones that do not.
Built for AP teams, shared services centres, finance managers and procurement teams at South African companies processing high volumes of supplier invoices.
Three-way matching
Matches each invoice line to the purchase order and goods received note, within the price and quantity tolerances your business sets.
VAT and tax invoice checks
Confirms the supplier VAT number, the 15% calculation and section 20 tax invoice requirements before input tax is claimed.
Exception routing
Sends each mismatch to the buyer, receiver or supplier who can resolve it, with the reason it failed and the documents attached.
Duplicate detection
Catches the same invoice submitted twice, including re-sent PDFs with a changed number, date or amount.
Price and contract validation
Checks unit prices against the purchase order and any contracted rates, and flags price increases that were never approved.
Audit-ready trail
Records every match, tolerance and decision so auditors can see why each invoice was paid, held or rejected.
How it works
From your systems to a result you sign off
Your AP team and approvers release every payment. The agent never pays or changes a supplier record on its own.
Connect the places your supplier invoices already live.
Invoices from the AP inbox or supplier portal, and purchase orders, GRNs and the supplier master from your ERP. Already use something else? We connect that too.
- OpenAI Frontier
- Your own AI platform or models
- Microsoft 365 (Teams, SharePoint, Outlook, Excel)
- SAP, Sage, Syspro, Dynamics 365 purchase orders and GRNs
- AP invoice inbox and supplier portals
- Supplier master and approval workflows
Runs continuously as invoices arrive, or on request in Teams, using the models your organisation approves.
Matched invoices queued for approval in your ERP, and an exceptions queue with the reason and owner for each one.
Step by step
- 01
An invoice arrives in the AP inbox or supplier portal.
- 02
The agent extracts the invoice and finds the matching purchase order and GRN.
- 03
It checks prices, quantities, VAT and duplicates against your tolerances.
- 04
Clean invoices are queued for approval in your ERP.
- 05
Exceptions are routed to the person who can fix them, with the reason attached.
- 06
Your approvers release the payment run.
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.
"Match this week’s invoices to POs and GRNs"
- week
- 2026-W39
- erp
- SAP S/4HANA
On a model you host yourself
Run the agent on open-weight models in your data centre or private cloud. Your supplier invoices 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 invoices stay yours.
The agent runs inside your tenancy, reads only what each task needs, and never trains on your supplier invoices. Every step is logged so your auditors can see exactly what it touched.
Built for regulated work.
+YOUR SUPPLIER INVOICES 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.
Precision AI for Institutional Workflows
