Short answer: use an accounts-payable (AP) automation / invoice-capture solution (IDP/OCR + workflow + PO-matching + ERP integration). Pick based on company size and ERP. Below are sensible vendor choices, what to look for, rollout steps, and quick ROI signals.

Recommended vendors by use case

• Small business / bookkeeping (low volume, QuickBooks/Xero):

  • Bill.com + Hubdoc (automatically capture bills, create bills in Bill.com, payments). Good for cloud-first small orgs. (hubdoc.com)
  • Sage AutoEntry (capturing invoices/receipts, publishes to QuickBooks/Sage/Xero). Pay-as-you-go credits model. (sage.com)
  • Dext (Receipt Bank) / Hubdoc alternatives also work for supplier document ingestion and zero-touch posting.

• Mid-market / multi-entity, needs PO matching & payments:

  • Tipalti — full AP automation (capture, PO matching, approvals, global payments). Strong for fast-growing multi-entity/global payables. (tipalti.com)
  • Stampli — focused on collaborative invoice workflows, approvals, communications, and visibility. (stampli.com)
  • AvidXchange — invoice management + payments for mid-market, with AI-enhanced capture and PO matching. (avidxchange.com)

• Enterprise / high volume or complex layouts / regulated environments:

  • Rossum — AI-first, template-free extraction and enterprise-grade validation, e-invoicing features and extensible automations. Good at reducing human validation work. (rossum.ai)
  • ABBYY FlexiCapture — mature IDP platform for invoices that handles complex tables, many languages, and high accuracy at scale. (abbyy.com)
  • SAP Concur Invoice / SAP ecosystem — broad spend and invoice management at enterprise scale with ERP integrations. (concur.com)

Developer/API-first / custom integration approach

• Nanonets, Rossum, ABBYY, and others provide API/IDP engines you can plug into an existing ERP or workflow if you prefer a custom stack (ingest → extract → validate → push to ERP). Good when you already have custom middleware or RPA. (nanonets.com)

What to look for (quick checklist)

• Capture: multi-channel ingestion (email attachments, supplier portal, scan, EDI/e-invoice).
• Extraction: template-free AI/IDP that extracts header + line items reliably.
• PO matching: 2-way and 3-way matching and configurable tolerance rules.
• Approval workflow: routing rules, mobile approvals, audit trail.
• ERP/accounting integrations: native connectors to your ledger (NetSuite, SAP, Oracle, QuickBooks, Xero).
• Duplicate detection, tax/vendor validation, and exception handling.
• Payment capabilities if you want AP → pay in same product (saves steps).
• Security, compliance, and retention policies.
• Reporting / analytics and exception dashboards.
  (These are core features vendors advertise and you should verify. See vendor pages above for details.) (tipalti.com)

Expected benefits / ROI signals

• Common vendor-reported benefits: major reductions in manual data entry time and invoice-processing costs — vendors report process-time reductions (examples: SAP Concur cites average manual invoice cost and cost reductions; ABBYY and others cite large percentage time savings on processing/validation). Use those figures cautiously and validate in a pilot. (concur.com)
• Quick metrics to track: cost per invoice (before vs after), cycle time (days from receipt → approval), % straight-through processed (no human touch), number of late payments, and early-pay discounts captured.

High-level rollout plan (fast path)

1. Map current process and volumes (invoices per month by source, % PO vs non-PO, ERPs).
2. Run a 4–8 week pilot with 1–2 suppliers / 1 invoice channel to measure extraction accuracy and exception rates.
3. Configure PO-matching rules and approval flows; integrate with ERP using a connector or API.
4. Train system (IDP learns corrections) and suppliers (encourage e-invoices or standardized formats).
5. Expand by supplier cohort, monitor KPIs, and iterate on exception handling/SLA rules.
   (Vendors typically recommend pilot-first; many offer dedicated onboarding services.) (rossum.ai)

Common pitfalls to avoid

• Skipping a pilot (you won’t know exception rate).
• Ignoring supplier onboarding (vendor adoption reduces exceptions).
• Choosing a tool without a proven connector to your ERP (integration cost surprises).
• Under-investing in change management for AP approvers who still manually intervene.

If you want a single quick recommendation

• If you’re a small business on QuickBooks/Xero: start with Bill.com + Hubdoc (or AutoEntry) for fastest time-to-value. (hubdoc.com)
• If you’re mid-market with multi-entity needs: evaluate Tipalti, Stampli, or AvidXchange (pilot one). (tipalti.com)
• If you’re enterprise/high-volume/complex: evaluate Rossum or ABBYY FlexiCapture (IDP-first pilots). (rossum.ai)

If you want, I can:

• produce a two-page vendor short-list and a 4–8 week pilot plan tailored to your invoice volume, ERP, and current AP bottlenecks (I won’t need access to sensitive data; just counts and ERP type).

If you’d like that short-list and pilot plan, tell me your accounting system (QuickBooks, NetSuite, SAP, etc.), invoice volume per month, and whether you have POs for most invoices — and I’ll produce the tailored plan.