On-time payment rate
On-time (%) =
invoices paid by due dateinvoices due× 100
Shows how reliably payments go out as terms require.
AI agentIntake-to-pay
AI agent for accounts payable
An AI agent for accounts payable is software that supports the payables process by scheduling due invoices, preparing payment runs and bank files, tracking payment status and drafting remittance advice.
- People stay in control
- Every action is logged
- Start with a small sample
Approved invoices
Payment terms and due dates
Vendor bank records
Approval limits
AI agent for accounts payablePrepared for review
- ✓Proposed payment run
- ✓Draft bank file
- ✓Status list
- ✓Draft remittance advice
Handed toApprovers receive a batch to review and release
5inputs it reads
6steps in the walkthrough
1point where a person decides
4outputs it prepares
See it run
Agent Record PersonWatch it work
Live walkthrough
- 1Approved invoicesRecord
- 2Propose runAgent
- 3Prepare batchAgent
- 4Approvers reviewPerson
- 5Track statusAgent
- 6Send adviceRecord
Approved invoices form the pool for the next run.
The agent groups them by due date, terms and bank.
It builds the batch and a bank file draft for review.
Authorised people check the batch and release it.
The agent follows each payment's status after release.
Remittance advice drafts go out once payment is confirmed.
The basics
What is an AI agent for accounts payable?
The accounts payable agent prepares what happens after an invoice is approved. It reads payment terms, holds, vendor bank records and bank file formats, picks the invoices due for each run, groups them into batches and drafts the bank file. Afterwards it tracks payment status and watches overdue and ageing payables.
Read the full explanation
It hands back a proposed run, a draft file and drafted remittance notices. Authorised people approve batches and release payments, treasury sets cash timing, and AP resolves failures. Bank access stays restricted. The agent records each status change and failed payment, giving finance a dated log of what was proposed and what happened.
Where it breaks
What this agent does
Each task below is something the agent prepares, checks, drafts or routes, with a person keeping the decision.
It lists approved invoices by due date and payment terms so a run includes what is due and excludes what is on hold.
It groups payments by bank, currency or entity and flags anything that looks inconsistent.
It drafts the file in the format your bank or ERP expects for a person to review and submit.
It follows each payment through to completion and notes failures or returns.
It prepares notices for suppliers listing what was paid, ready for a person to send.
The path
Reads, decides, does
- 01Reads
It reads approved invoices, payment terms, vendor bank records, holds, bank file formats, ERP records and payment confirmations.
- 02Decides
It decides which invoices belong in a run, how to group them, and which payments failed or need follow-up.
- 03Does
It drafts runs, batches, bank files and remittance notices, and records status. It does not approve or release payments.
- 04Payment scheduling
Picks invoices due for each run.
- 05Batch and file preparation
Builds runs and drafts bank files.
- 06Status and remittance
Tracks outcomes and drafts supplier notices.
- 07Aging monitor
Reports on overdue and ageing payables.
Want to see this flow on your own items?
Book a demoBring a small sample and watch Flo work through it.
Under the hood
Inside the work
| Aspect | By hand | With the agent |
|---|---|---|
| Run planning | A clerk sorts invoices by due date in a spreadsheet. | A proposed run is grouped by due date, terms and bank. |
| File preparation | Bank files are assembled by hand. | A draft bank file is prepared for an authorised person to release. |
| Payment status | Statuses are checked bank by bank. | Statuses are collected in one list by invoice. |
| Supplier questions | Vendors ask where their money is and AP searches. | Remittance drafts and status give a ready answer. |
| Aging | Overdue items are found in month-end reports. | Aging is watched and items near due dates are listed. |
| If | Then | Who decides |
|---|---|---|
| An invoice is not fully approved | It leaves the invoice out of the run and says why | AP supervisor |
| A vendor has an open hold or dispute | It excludes the item and notes the hold | AP clerk |
| Cash position is tight for the run | It shows which payments are most time-sensitive | Treasury |
| An invoice is close to due or discount date | It brings the item forward in the proposed run | AP supervisor |
| A payment fails or is returned | It lists the failure with the bank reason | AP clerk |
| The run total exceeds an approver's limit | It routes for the next level of approval | Finance director |
Reads
- Approved invoices
- Payment terms and due dates
- Vendor bank records
- Approval limits
- Bank statuses
Produces
- Proposed payment run
- Draft bank file
- Status list
- Draft remittance advice
Hands over to
- Approvers receive a batch to review and release
- Treasury receives cash timing view
- Vendors receive remittance after payment
Urgent single payment
A one-off off-cycle payment is prepared like a run with a reason attached. A named approver authorises it.
Partially approved batch
The agent separates cleared items from pending ones. The supervisor chooses whether to release the clean part.
Foreign currency payment
The proposal shows the currency and date assumptions. Treasury confirms the rate and fees.
Returned payment
The failure and bank code are logged and the vendor record checked. AP corrects details with verification before retry.
- AP manager
- Reviews the proposed run and confirms what is paid when.
- Authorised approver
- Releases the batch in line with delegated limits.
- Treasury analyst
- Watches cash timing and bank file acceptance.
- Vendor contact
- Receives remittance advice and raises any query.
People and control
What stays with people
- ✓Authorised people approve batchesPayment release has named approvers under your controls.
- ✓Treasury sets cash timingPeople decide when cash goes out and which runs to delay.
- ✓AP resolves failuresReturned or rejected payments are investigated by a person.
- ✓Bank access stays restrictedSubmitting files to the bank is done by authorised staff.
- ✓Supplier relationships stay humanLate or disputed payments are discussed by people.
Signs you would benefit
- •Runs are built in spreadsheetsManual assembly invites errors and delays.
- •Suppliers keep asking for statusAP lacks a quick answer.
- •Payments go early or lateDue dates are missed or paid sooner than needed.
- •Release depends on one personIf they are absent, runs stall.
Not sure where AI agent for accounts payable fits in your process?
Talk it through with the team. We will map it to your steps and show where a person stays in control.
- Works from a sample of your real items
- Shows what Flo handles and what it hands over
- No commitment to start
Rollout
Rolling it out
- 1Prepare, not release
The agent proposes runs while people build and release as before.
- 2Compare outputs
AP compares the proposed run with their own and reconciles differences.
- 3Move file prep over
Use draft bank files with a second person checking before release.
- 4Add status and remittance
Extend to tracking and advice drafts, keeping release firmly with approvers.
The numbersMetric 1 Metric 2 Metric 3
How to measure it
Set your own baseline first. We do not publish benchmarks without a source you can check.Payment failure rate
Failure rate (%) =
failed or returned paymentspayments sent× 100
Highlights bank detail or file problems.
Overdue payables
Overdue = [n] invoices past due date, by age bandShows the size and age of the backlog.
Questions
Frequently asked questions
Quick answers to what people ask most about AI agent for accounts payable.
Book a demoWhat is an AI agent for accounts payable?
It is an agent that prepares payment runs and bank files, tracks payment status and drafts remittance advice, so the payables team spends less time on assembly and follow-up.
Does it release payments?
No. It prepares the batch and file. Authorised people approve and submit the payment.
Can it help with ageing reports?
Yes. It can summarise overdue and ageing payables by vendor or entity, and point out invoices that are stuck.
How does it avoid paying invoices on hold?
It excludes held, disputed and unmatched invoices from the proposed run and lists them so a person can see why.
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Bring a small sample of real items. We will show what Flo handles on its own and where it hands over to your team.
- People approve, sign and pay
- Every action is logged
- Start with a small sample
