Invoice Processing Agent
The Invoice Processing Agent captures supplier invoices from email and PDF, extracts the header and line data and checks that each one is a valid South African tax invoice. It codes the invoice to the right GL account and cost centre, detects duplicates and routes it to the correct approver in your workflow.
Ideal forAccounts payable teams
The difference
From 8-12 minutes per invoice to 1-2 minutes
Your AP team processes growing invoice volumes without extra headcount and closes the month on time.
Done by hand
8-12 minutes per invoice
With the Vanine agent
1-2 minutes
Time returned to your team
85%
Indicative figures. We measure your own baseline in the first fortnight so the numbers you see are yours.
No more manual capture
Invoices arrive as PDFs, scans and email attachments. The agent captures them accurately so your team stops re-typing data into the ERP.
Valid invoices, protected input tax
An invoice missing a VAT number or the word "tax invoice" can cost you the input tax claim. Problems are caught at capture, not at SARS verification.
Duplicates stopped at the door
Duplicate and resubmitted invoices are a costly and common leak. Every invoice is checked against history before it enters approval.
Capabilities
From inbox to approval, every supplier invoice captured, checked and coded.
Built for accounts payable clerks, AP managers, bookkeepers, financial controllers and accounting practices processing supplier invoices for South African businesses.
Invoice capture
Reads invoices from email, PDF and scanned images and extracts supplier details, invoice number and date, amounts, VAT and line items.
Tax invoice validation
Checks each document against section 20 of the VAT Act, including supplier and recipient VAT numbers where required, so it supports your input tax deduction.
GL and cost centre coding
Suggests the GL account, cost centre and project from the supplier, the line description and your past coding, with confidence scores.
Duplicate detection
Flags invoices that match earlier ones by number, amount, date or supplier, including near-duplicates with small differences.
Supplier master checks
Compares invoice details with the supplier master and flags new or changed bank details for verification, a known fraud risk in SA.
Approval routing
Routes each invoice to the approver set out in your delegation of authority and chases overdue approvals.
How it works
From your systems to a result you sign off
Approvers authorise each invoice under your delegation of authority, and any change to supplier bank details is verified by a person before payment.
Connect the places your supplier invoices already live.
Supplier invoices from the AP inbox and SharePoint, plus supplier masters, purchase orders and coding history 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)
- Copilot Studio
- SAP, Oracle, Sage, Syspro, Dynamics 365, Xero
- SAP Ariba and Coupa
- AP invoice inbox and SharePoint document libraries
Runs continuously as invoices arrive, with queries handled in Teams or OpenAI Frontier using your approved models.
Captured, coded invoices as drafts in your ERP, with an exceptions list and audit trail in Excel or SharePoint.
Step by step
- 01
A supplier invoice lands in the AP inbox.
- 02
The agent captures the data and validates it as a tax invoice.
- 03
It checks for duplicates and supplier master changes.
- 04
It codes the invoice and creates a draft in your ERP.
- 05
The right approver reviews and approves under your delegation of authority.
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.
"Capture today’s AP inbox"
- inbox
- ap@company.co.za
- 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.
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