Customer story

How an F&B manufacturer in Malaysia automated AP invoice extraction and three-way matching across about 1,500 documents a month with KIP.ai

KIP.ai, Your AI Native Finance Department, automates AP invoice extraction and three-way matching for an F&B manufacturer in Malaysia. KIP.ai extracts supplier invoice data, runs three-way matching across purchase orders, goods received notes, invoices and other formats, and routes verified invoices through an approval workflow. Every exception is flagged for the team to review and decide. KIP.ai is built by Axrail, an AWS Premier Partner and a team of Applied AI experts.

At a glance

Customer
An F&B manufacturer in Malaysia
Industry
Food & Beverage / Manufacturing
System
Phitomas
Use case
Accounts payable (AP)
KIP.ai workflows used
Supplier invoice data extraction, Three-way matching, Approval workflow and ERP-ready output, Exception flagging
  • About 1,500documents a month
About An F&B manufacturer in Malaysia

The customer is a food and beverage (F&B) manufacturer in Malaysia, with about 1,500 documents a month. Its finance team handles accounts payable, where supplier invoices are matched against purchase orders and goods received notes.

The challenge

Matching supplier invoices against purchase orders and goods received notes by hand was prone to errors.

The finance team matched supplier invoices against purchase orders and goods received notes by hand. This was prone to errors from missing documents, partial deliveries and supplier documents in many different formats.

The solution

KIP.ai extracts supplier invoice data, runs three-way matching and routes verified invoices through approval, with every exception flagged for the team.

KIP.ai extracts key fields from supplier invoices, such as supplier name, invoice number, invoice date, buyer name, PO number, item descriptions, quantities, unit of measure, unit prices, line item amounts, currency and totals. KIP.ai runs three-way matching across purchase documents, including the purchase order, goods received note and invoice, for each transaction. Verified invoices are routed through an approval workflow before ERP-ready output is generated. Every exception is flagged for the team to review and decide.

The impact

Automated AP invoice matching and exception handling.

  • Automated AP invoice matching: Three-way matching across purchase documents, including purchase orders, goods received notes and invoices, runs automatically, replacing manual document comparison and reducing errors from missing or inconsistent documents.
  • Exception handling: Missing documents, partial deliveries and discrepancies are flagged automatically. Every exception is flagged for the team to review and decide.

Key takeaways

  1. Invoice data, extractedKIP.ai extracts key fields from supplier invoices, such as supplier name, invoice number, PO number, quantities, unit prices and totals.
  2. Three-way matchingFor this customer, KIP.ai matches each supplier invoice against its purchase order and goods received note before approval.
  3. People decide on exceptionsEvery exception, such as a missing document or a partial delivery, is flagged for the team to review and decide.