PR-5602 · Live
AP Snap
When a vendor invoice lands in the inbox, AP Snap turns it into a finished bill without the Accounts Payable Specialist keying a thing. She forwards her invoice email to AP Snap once, and from then on every invoice is read and structured into a line-itemized bill she can review. With her ERP and accounting system connected, AP Snap matches each bill to the right job and purchase order, sorts each line item into equipment, tools, or materials, and posts it to the books with the vendor, dates, and line items already in place. Anything that does not match cleanly lands in a short review queue with the problem flagged, and every invoice it handles is logged in one place.
The promise
The Accounts Payable Specialist opens her queue to bills that are already read, structured, and matched to the job they belong to, with only the exceptions waiting on her. The reading and re-keying across the inbox, the ERP, and the accounting software are already handled, without the same vendor and invoice number being typed three times. The hours the backlog used to eat go back into the bills that need a real decision and the vendor relationships behind them.
How it works
The path from input to value.
- 01
Invoices are Forwarded
AP emails are forwarded to AP Snap and vendor invoices are parsed from other AP email messages.
- 02
Reads and structures the bill
AP Snap reads the invoice PDF and turns it into a line-itemized bill, with the vendor, dates, totals, tax, and line items pulled out for review.
- 03
Matches, classifies, and posts
With the ERP and accounting system connected, AP Snap matches the bill to the right job and purchase order, sorts each line item into equipment, tools, or materials, and posts the bill to the books.
- 04
Flags only the exceptions
Bills that do not match cleanly land in a short review queue with the problem flagged, and a notification lets the AP Specialist know. Everything AP Snap handles is logged in one place.
The day before. The day after.
Same moments. Lived differently.
She opens her inbox to a stack of overnight vendor invoices and starts the day where she left it, reading PDFs and typing vendor names, amounts, and line items into the system one by one.
8:00 AMShe opens a queue of bills that were read, matched, and posted overnight. A handful are flagged for review; the rest are done.
8:00 AMBefore
She opens her inbox to a stack of overnight vendor invoices and starts the day where she left it, reading PDFs and typing vendor names, amounts, and line items into the system one by one.
After
She opens a queue of bills that were read, matched, and posted overnight. A handful are flagged for review; the rest are done.
She switches between the ERP and the invoice to find the right job and purchase order for a bill, and matches the invoice against it field by field by hand.
11:00 AMShe works the flagged bills, where the invoice and the job disagreed, with the parsed invoice and the matched job side by side.
11:00 AMBefore
She switches between the ERP and the invoice to find the right job and purchase order for a bill, and matches the invoice against it field by field by hand.
After
She works the flagged bills, where the invoice and the job disagreed, with the parsed invoice and the matched job side by side.
She enters the same bill again in the accounting software, re-keying the vendor and line items she already typed once this morning.
2:00 PMNothing to re-key. The bills that cleared are already on the books with their vendor, dates, and line items in place.
2:00 PMBefore
She enters the same bill again in the accounting software, re-keying the vendor and line items she already typed once this morning.
After
Nothing to re-key. The bills that cleared are already on the books with their vendor, dates, and line items in place.
A mismatch she missed last week surfaces as an accounting error, and the stack of unentered invoices is longer than when she started.
4:30 PMShe clears the few real exceptions and calls a vendor about a recurring discrepancy, with no backlog waiting for tomorrow.
4:30 PMBefore
A mismatch she missed last week surfaces as an accounting error, and the stack of unentered invoices is longer than when she started.
After
She clears the few real exceptions and calls a vendor about a recurring discrepancy, with no backlog waiting for tomorrow.
What it doesn’t do
The edges we drew on purpose.
A product that tries to do everything ends up doing nothing well. Here’s what we left out, and why we don’t feel bad about it.
- ×Does not assign GL accounts, cost codes, or job codes to a bill.
- ×Does not pay vendors or schedule payment runs.
- ×Does not run an approval workflow before a bill is posted.
- ×Does not process paper or scanned mail; invoices come in by email.