An AI invoice exception handling agent examines each exception, identifies its root cause, and collects the invoice, PO, receipt, contract and message history relevant to it.
Receives an invoice that failed a check.
Names the failed test and the evidence.
Proposes who should act and what to ask.
The buyer, receiver or vendor fixes the cause.
The invoice is retested once the fix is in.
Cleared invoices continue.
It states in plain words what went wrong and proposes the likely resolution, such as correcting a field, asking for a credit note or getting a missing receipt.
It prepares the action, follows up if nothing happens, and records the resolution. The person who owns the problem makes the decision.
Exceptions take disproportionate effort because each one needs detective work across several systems before anyone can act.
An invoice stops with a code, not an explanation.
Facts sit in different tools and inboxes.
Each exception passes through several people.
Past fixes are not reused.
Stuck invoices drift past due dates.
Takes the failed check and the invoice record as the starting point.
Compares the invoice with PO, receipt, contract and vendor data to explain the failure.
Collects the documents and messages needed for a decision into one view.
Suggests the likely fix and who needs to act, with the reasoning.
Sends reminders, tracks the outcome and records how it was resolved.
Bring a small sample and watch Flo work through it.
| Aspect | By hand | With the agent |
|---|---|---|
| Causes | Exceptions arrive as a pile with no reason. | Each exception states cause and evidence. |
| Grouping | Similar cases are handled one by one. | Cases are grouped by cause and vendor. |
| Retesting | Fixed invoices wait for someone to re-check. | Invoices are retested when the fix lands. |
| Aging | Old exceptions are forgotten. | Exceptions are aged and listed. |
| Learning | Root causes are never counted. | Causes are tallied by type. |
| If | Then | Who decides |
|---|---|---|
| Price difference to PO | Tags it a price exception | Buyer |
| Missing receipt | Tags it a receipt exception | Receiver |
| Missing PO | Tags it a PO exception | Requester and buyer |
| Coding gap | Tags it a coding exception | Cost centre owner |
| Exception unchanged beyond the agreed time | Escalates to a supervisor | AP supervisor |
| Cause fixed | Retests the invoice | AP specialist |
The agent lists both and treats them as separate tasks for the named owners. The supervisor sees that one invoice is blocked by two people.
The agent notes the source record and asks its owner to correct it. The AP specialist waits for the fix.
The agent records the disagreement and the evidence on both sides. The supervisor decides.
The agent keeps the item open and shows its age. The AP specialist chooses whether to escalate.
Talk it through with the team. We will map it to your steps and show where a person stays in control.
Define the common exception types with owners.
Let the agent tag and group, with no assignment.
Create owner tasks for review by AP.
Add retesting and aging, then act on the top causes.
Read it with the count by cause. Long times usually trace to one waiting step, such as receipts or buyer replies.
Quick answers to what people ask most about invoice exception handling.
Book a demoIt is the work of resolving invoices that failed a check, by finding why, getting the right person to decide and recording the outcome so that the invoice moves on or goes back to the supplier.
Price or quantity mismatches, missing or invalid POs, missing receipts, coding gaps, duplicates and tax problems. Each has a different owner and fix.
It diagnoses and prepares the fix. A person with authority decides and carries out any change or approval.
Handling covers the whole resolution. Routing is the step of sending the exception to the right person, which is one part of it.
What is invoice currency conversion?
→What is invoice exception routing?
→What is an invoice VAT check?
→What is missing PO resolution?
→Bring a small sample of real items. We will show what Flo handles on its own and where it hands over to your team.
