An AI project coding agent looks for project references in the invoice text, the PO, the statement of work and the requester's department, and proposes the matching project code for each line.
The agent reads line text and any project references.
It checks active projects, codes and budgets.
It suggests a project code per line.
The project manager confirms the charge belongs.
Closed or over-limit projects are flagged.
The confirmed project code is added to the line.
It checks that the project is open, that the cost falls inside its dates and that the supplier is approved for it, and notes any mismatch.
It splits a multi-project invoice into lines per project when the description or timesheet detail shows the allocation, and leaves the split for review.
Project costs only mean something if every invoice lands on the right project, and project names rarely appear in the same form twice.
The same project appears as a code, a nickname or a client name across documents.
Invoices arrive after a project has ended and need a decision on where they go.
Consultants and software vendors often bill several projects together.
Costs may need tagging to phases or assets.
Miscoded invoices make a project look under or over budget.
The agent scans the invoice, PO, contract and email thread for project codes, names and client references.
It maps each reference to an active project code, handling nicknames and abbreviations.
It confirms the project is open, the date falls in range and budget remains if your rules require it.
It assigns each line to a project and proposes a split where one invoice covers several.
The project owner or AP clerk reviews the proposal and the decision is stored.
Bring a small sample and watch Flo work through it.
| Aspect | By hand | With the agent |
|---|---|---|
| Reference spotting | Project names appear in free text and are missed. | Project names, codes and aliases are matched in line text. |
| Closed projects | Invoices land on projects that have finished. | Closed project codes are caught before posting. |
| Billable split | Billable and internal cost are mixed. | Lines are tagged as billable or internal for review. |
| Approval | Project managers see charges only in reports. | Managers confirm each charge when it arrives. |
| Dual coding | Project and cost center disagree. | Conflicts between the two are flagged for the coder. |
| If | Then | Who decides |
|---|---|---|
| Line text contains a known project code | Proposes that project | AP coder confirms |
| Project is closed | Flags it and proposes the live project | Project manager decides |
| No project mentioned but PO has one | Takes it from the PO | AP coder confirms |
| Project and cost center belong to different teams | Flags the conflict | AP coder asks the manager |
| Charge is of a type the project excludes | Flags it with the exclusion | Project manager decides |
| Several projects could apply | Lists them without choosing | Project manager picks |
The agent proposes a line split with the evidence for each part. The project manager agrees the split.
The agent holds the line and tells the owner a code is needed. The finance team creates the project.
The agent marks the line for the billing team so it can be recharged. Billing decides whether to pass it on.
Aliases map the old name to the current code. The project office keeps the alias list.
Talk it through with the team. We will map it to your steps and show where a person stays in control.
Start with a clean list of live projects.
Begin with lines that name a code outright.
Handle names and nicknames next.
Introduce rules about what each project may carry.
This shows how much project spend is actually attributed. Low coverage means project reports understate cost.
Quick answers to what people ask most about project coding.
Book a demoIt is tagging each invoice line with the project, job or grant it belongs to, so costs roll up to the right project budget.
It reads references in the invoice, PO, contract and requester details, maps them to your project list and shows the evidence for each suggestion.
It can propose a split when the documents show how work was divided. A project owner confirms the allocation.
The agent flags it and asks a person to decide whether to reopen, charge another project or use a general budget.
Spend owner resolution is the step of identifying the person accountable for a given supplier, contract or invoice, so questions, approvals and budget decisions reach someone who can answer.
→Three-way match is the control that compares an invoice with the purchase order and the goods receipt before payment, confirming that what was billed was ordered and received.
→Cost center assignment is the step of deciding which department or team bears the cost of a purchase, so spend is charged to the right budget.
→Two-way match is the check that compares an invoice with its purchase order only, confirming that supplier, items, quantities and prices agree with what was ordered.
→Bring a small sample of real items. We will show what Flo handles on its own and where it hands over to your team.
