An AI invoice capture agent reads invoices of any layout and creates a structured record with header details, references, amounts and a copy of the original document.
Takes the PDF, image or e-invoice from intake.
Cleans, rotates and separates pages.
Turns the document into structured text and fields.
Flags low-confidence reads.
A person confirms the flagged values.
The captured invoice is stored with the source file.
It marks each field with how sure it is and highlights the ones that need a human look, such as a smudged total or an ambiguous date.
It attaches the source image to the record so a reviewer can see the original beside the extracted values.
Manual keying is slow and error-prone, and fixed layout rules break whenever a supplier changes format.
No two suppliers format invoices alike.
Skew, noise and handwriting reduce reading accuracy.
A single wrong digit in an amount or bank detail causes real problems.
Dates and decimals are written differently across regions.
Without confidence signals, people check everything or nothing.
Takes the file from intake and prepares the pages for reading.
Detects text, tables and layout, even when the format is new.
Maps what it read into fields: vendor, invoice number, dates, currency, totals and references.
Scores each field and highlights uncertain ones.
Shows the record next to the original so a person can confirm or correct it.
Bring a small sample and watch Flo work through it.
| Aspect | By hand | With the agent |
|---|---|---|
| Formats | Paper scans, PDFs and e-invoices each need different handling. | One capture step handles all formats. |
| Poor scans | Skewed or faint pages are retyped. | Pages are cleaned before reading. |
| Source link | Keyed data loses its link to the document. | Each value points to where it was read. |
| Confidence | Errors are found by chance. | Low-confidence values are marked for checking. |
| Throughput | Keying speed limits intake. | People spend their time on exceptions only. |
| If | Then | Who decides |
|---|---|---|
| Document is a clean digital invoice | Reads it and passes it forward | AP team sees it in the queue |
| Page is skewed or low quality | Cleans it and notes the doubt | AP clerk |
| Read confidence is low on a key field | Highlights it for a person to check | AP clerk |
| File contains several invoices | Splits it into separate records | AP clerk |
| File contains a non-invoice page | Sets the page aside and logs it | AP clerk |
| Structured e-invoice is received | Takes the data as supplied and checks the format | AP specialist |
The agent reads the printed text and marks the handwriting as unread. A clerk reads the amendment.
The agent corrects angle and lighting and marks low confidence where needed. A clerk confirms key values.
The agent reads all pages as one document and links the summary to the detail. A clerk checks totals.
The agent cannot open it and asks for a resend. AP contacts the vendor.
Talk it through with the team. We will map it to your steps and show where a person stays in control.
Start with the commonest PDF and e-invoice formats.
Have clerks check all output for the first period.
Move to checking only flagged values.
Bring in harder formats after the core ones are steady.
Track it by vendor and by field. A low rate for a few vendors may mean a poor layout or scan quality that can be fixed with the supplier.
Quick answers to what people ask most about invoice capture.
Book a demoIt is the process of turning an invoice document into structured data, reading fields such as vendor, number, dates and amounts so that they do not have to be keyed in by hand.
The terms overlap. Capture usually covers the whole step of receiving the document and creating the record, while data extraction names the field reading inside it.
No. The agent reads new layouts without per-supplier set-up, and people correct mistakes where they occur.
An AP reviewer checks flagged fields. Your team decides how much of the rest is reviewed.
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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.
