Proofline / invoice flow
Invoice Flow:6-Week Production Deployment.
For finance teams that need a controlled automation in production—not an AI pilot.
Production control plane
Documents enter from agreed channels and are extracted, classified, and validated against the finance environment.
Matching, coding suggestions, approval paths, and exception queues are configured for the operating team.
Every decision, override, and operator action is captured as audit evidence behind explicit human approval gates.
Designed for the agreed ERP/AP stack, control environment, and fall-back process.
The deployment
The workflow that takes invoices from intake to controlled action.
Proofline deploys an invoice-processing workflow that ingests documents from agreed channels, extracts and validates fields, applies coding and approval rules, routes exceptions to the right operator, and creates a complete audit trail across the agreed finance environment.
System scope
Specific enough to operate. Bounded enough to launch.
Invoice ingestion from email, shared folders, supplier portals, or API feeds.
OCR and document classification for invoices, credit notes, and supporting documents.
Structured extraction of supplier, invoice number, dates, PO, tax, line items, totals, payment terms, and bank details.
Validation against master data, purchase orders, goods-receipt records, and duplicate-payment rules.
Configurable two-way or three-way matching, tolerances, and confidence thresholds.
GL, cost-centre, entity, and tax-code suggestions with human approval where required.
Exception queues for low-confidence extraction, missing POs, price variance, duplicate risk, and policy breaches.
Role-based approval routing, segregation-of-duties controls, and escalation paths.
Immutable event logging for operator actions, overrides, and decision rationale.
ERP/AP integration through APIs, secure file exchange, or approved middleware.
Operational dashboards for throughput, exception rate, touch time, cycle time, and straight-through-processing rate.
Controls and standards
Built around the control environment—not around a demo.
The workflow is designed around named data owners, least-privilege access, retention rules, audit evidence, test cases, and a documented fall-back process. Models do not autonomously release payments or alter supplier bank data. High-risk decisions remain behind explicit human approval gates.
Six-week delivery architecture
A production path with technical gates.
Week 1
Discovery and technical design
Map the current AP flow, source systems, document volumes, exception taxonomy, control requirements, and integration constraints. Define the baseline dataset and acceptance tests.
Weeks 2–3
Workflow build
Configure ingestion, extraction, validation, routing, permissions, audit logging, and ERP integration. Build the exception model and test against a representative invoice set.
Weeks 4–5
Hardening
Run user acceptance testing, tune confidence thresholds and matching rules, test failure and recovery paths, train operators, and complete runbooks and handover documentation.
Week 6
Controlled production launch
Release behind agreed guardrails, monitor live throughput and exceptions, resolve launch defects, and issue the before/after scorecard.
Acceptance criteria
The scorecard is agreed before launch.
Before launch, we agree measurable targets for extraction accuracy, straight-through processing, exception rate, average handling time, end-to-end cycle time, integration reliability, and audit completeness.
Commercial model
- First Reference Partner
- €45,000
- Standard deployment
- €85,000
- Multi-entity, legacy ERP, or high-control environments
- €100,000–€120,000
Confirmed after technical scoping.
Next step
Book a 30-minute workflow assessment.
We’ll identify whether invoice processing is the right first process, what measurable outcome is realistic, and whether we can put it into production in six weeks.
Book the assessment