Payment runs with the checks built in
You review the payment proposal before anything is released. The duplicate check runs across every invoice in the selection, and any bank detail that changed since the last run gets verified first.
Smartbills collects invoices before they fall due and puts the purchase order and goods receipt beside each one, with every supplier bank change on record.
Matching that tells you why an invoice failed
Three-way match where goods were delivered and two-way where there was nothing to receive, with tolerances set to what the business cares about instead of to the penny.
- Three-way match against the PO and goods receipt
- Two-way match for services and subscriptions
- Exceptions grouped by their cause
Invoices collected before they fall due
Recurring invoices are pulled from vendor and utility portals on a schedule, with the logins kept in a managed vault. Telecom, energy, software and fuel accounts stop showing up on the late-payment list.
- Scheduled pulls from vendor and utility portals
- Portal logins held in a managed vault, never in config
- Emailed and portal invoices land in one queue
Why teams switch
Invoices arrive without the details you need to process them.
Half the invoices we receive have no purchase order number on them at all.
Invoices are collected on a schedule, and matching accepts the reference formats suppliers really use, so most reach the approver already linked to their PO instead of landing in the exception queue.
Getting an approver to sign off takes longer than processing the invoice did.
Each invoice goes to a named approver based on amount and category, and escalates after the delay you set if it sits untouched. A payment never depends on someone remembering to log in.
The same supplier is in our vendor list three times, and duplicate detection never catches anything.
A periodic comparison surfaces duplicate supplier records, and any change to banking details is held until someone verifies it out of band. That hold is what stands between a genuine invoice and a payment fraud loss.
The products that do the work.
Each product works on its own, and when you run two, the same record carries from the receipt to the ledger entry.
Accounts payable
Accounts payable automation that reads each supplier invoice, codes it and matches it to the purchase order before anyone is asked to approve payment.
Bill fetching
Invoices that only live on vendor portals, downloaded on a schedule and passed to accounts payable while there's still time to approve them.
Bill pay
Coming soonComing soon: release approved supplier payments in scheduled runs from Smartbills, with the person who approves a bill kept apart from the one who pays it.
FAQ
Frequently asked questions
What people ask us before they sign up.
It depends mostly on two habits: whether purchase orders get raised, and whether goods are receipted when they arrive. We'd rather go through your last month of invoices and show you where your exceptions come from than quote somebody else's percentage.
Yes. Capture, matching, coding and approval can run in Smartbills while payments keep going out through your bank as they do today. Several teams move the payment step over only after approvals have been stable for a few months.
Yes, and emailed PDFs are still most of what an AP inbox receives. A structured e-invoice skips extraction entirely (which is why the e-invoicing mandates matter), but a PDF that arrives by email is handled the way it always has been.
By holding every bank-detail change instead of letting it through automatically. The change is verified out of band, against a phone number already on file, by someone who can't also release payments, and that separation of duties is the control that prevents the loss.
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Find out where your invoice exceptions come from
One month of your invoices is enough to show which upstream gap is eating your team's week.