Key Performance Indicators

• 42 hours/month recovered from manual work
• $1,260/month direct labour savings at $30/hr
• 2‑week implementation from idea to live

Risk & Compliance Benefits

• 99.7% accuracy on invoice data extraction across all vendors
• Audit-ready trail meets SOX and GAAP requirements
• $2,500/month reduction in error-related costs
• Zero security breaches or compliance incidents

The Challenge

• Processing 500 invoices per month across email and vendor portals
• Manual data entry into NetSuite consuming employee time
• Frequent price and quote checks with exception handling
• Skilled talent underutilised on repetitive work

The Heed AI Solution

Heed AI deployed two autonomous agents orchestrated via the Multiparty Coordinator Platform (MCP):

• Agent 1 – Intake and Posting: gathers invoices from Gmail/Outlook and vendor portals, extracts structured fields using NetSuite templates, saves PDF copies to Google Drive and posts transaction data to NetSuite.
• Agent 2 – Review and Approval: cross‑checks each invoice against approved quotes, automatically approves when the invoice total is less than or equal to the quote and escalates exceptions for human review. Exceptions trigger Microsoft Teams alerts and vendor follow‑up emails. The system logs each action to a shared Google Drive report for transparency.

Controls & Reproducibility

To ensure reliability and auditability, Heed AI configured strict controls:

• Defined sources: inboxes and vendor portals with consistent file naming.
• Extraction templates: standard fields for vendor invoices.
• Document control: versioning and audit trail in Drive.
• Posting policy: only invoices meeting validation rules post to NetSuite.
• Price/quote logic: auto‑approve when invoice ≤ quote; otherwise flag an exception.
• Exception handling: Teams notification, vendor email and account manager decision workflow.
• Scheduling: daily runs with Slack/Teams summaries.
• Audit trail: logs archived in Drive and accessible to finance.
• Monitoring: alerts for errors and end‑to‑end test automation.
• Change management: sandbox tests before production changes.
• Security: principle of least privilege and role‑based access.

Recreate the Run – Test Script

1. Select 10 invoices from at least three vendors and send them to the test inbox/portal.
2. Run Agent 1 to ingest invoices, extract fields and post to NetSuite.
3. Run Agent 2 to cross‑check against quotes and auto‑approve or flag exceptions.
4. Trigger at least two exceptions to test escalation.
5. Review Teams notifications and the email thread for exceptions.
6. Verify NetSuite transaction status and Drive attachments.
7. Check the daily digest email and action log in Drive.
8. Invite the CFO or finance lead to replay the end‑to‑end workflow.

Questions CFOs & Business Leaders Should Ask

• Is the work rules‑based and repetitive?
• Are the inputs structured enough for automation?
• How often does the process run and how critical is turnaround time?
• What is the cost of errors or delays?
• What are the sources of truth (ERP, CRM, email)?
• Where are the human judgement points?
• Can we roll back or override decisions easily?
• Is an audit trail required for compliance?
• How will updates and exceptions be managed?
• What is our plan for redeploying talent once automation is live?

Quick ROI & Intangible Benefits

With 500 invoices/month, saving an average of 5 minutes per invoice at $30/hour, the automation recovers 42 hours each month. This equates to $1,260/month in direct labour savings, not counting reduced errors and faster approvals.

• Improved cash flow from faster invoice approvals and payments
• Freed headcount to focus on analysis and vendor relationships
• Early payment discounts captured by paying vendors sooner
• Better quality of life for your finance team

Outcomes

• 42 hours/month reclaimed for higher‑value tasks.
• $1,260/month in direct labour savings.
• Lower error rates and faster close cycles.
• Happier finance staff freed from tedious work.
• Rapid time‑to‑value – live in just two weeks.

Strategic Impact

• 15-day reduction in Days Sales Outstanding (DSO)
• Accelerated month‑end close by 3 days
• 30% increase in AP capacity without adding headcount
• $1,800/month captured from vendor payment discounts

Why this Matters to CFOs & SMB Leaders

Finance teams waste valuable time and salary dollars on rote tasks better suited to machines. AI agents offer consistency and speed that human processors cannot match, delivering ROI within weeks. Fewer exceptions mean faster closes, audit‑ready documentation and scalable foundations for accounts payable, purchase order matching and compliance checks.

Testimonial

“The AI invoice automation solution freed up two days of my controller’s time each month. We’ve accelerated our month‑end close, improved visibility, and our vendors love the faster, more accurate payments.”

Sarah Chen, CFO

Hidden Cost Recovery

• Recovered $4,800 from late payment penalties
• Detected and prevented $2,200 in duplicate payments
• Captured $1,800 in early payment discounts
• Total: $8,800+ in monthly hidden benefits

Enterprise‑Grade Security & Control

• Private Azure tenant with SOC2 Type II compliance
• Role-based access control ensures only authorized users can view or edit data
• Human‑in‑the‑loop review and override of exceptions
• Instant rollback to manual processes if necessary

Next Step

Calculate Your ROI in 10 Minutes – Get a Custom Business Case. Book a discovery call to see the workflow live or call Michael at 310‑363‑0826. We’re holding a limited number of Q1 slots.

Learn how Heed AI’s Automation Sprints can streamline your back office.