Operations Automation
Stop processing invoices by hand.
From inbox → extraction → validation → approval → ERP. High-confidence invoices post automatically; only exceptions reach a person.
Map my workflow01
Receive
02
Extract
Supplier
03
Validate
Vendor exists?
04
Decide
High confidence → continue
05
Post
ERP / accounting updated
06
Verify
Posting confirmed
Connects to the systems you already run
Today, by hand
- 1Invoice arrives by email
- 2Employee downloads the attachment
- 3Copies vendor, invoice #, line items
- 4Checks the PO by hand
- 5Emails someone about a mismatch
- 6Waits
- 7Updates the accounting system
- 8Files the document
This isn't a document problem. It's a coordination problem.
The operating rule
Confidence decides the path
High confidence + valid data → update the system and archive the document.
Low confidence or an exception → route the full context to a reviewer.
Nothing posts blindly. Once a person resolves the exception, the same workflow continues.
Where it breaks
Invoice data typed into the ERP
Result:Data-entry errors
PO matching performed manually
Result:Slow processing
Duplicate checking is manual
Result:Payment risk
Approval happens over email
Result:Poor visibility
Exceptions aren’t tracked
Result:Delays
Status requires asking someone
Result:Coordination overhead
What Octacer automates
Intake
- Email attachments
- Uploads
- SFTP
- APIs
- Shared folders
Document intelligence
- OCR
- Classification
- Field extraction
- Confidence scoring
Validation
- Vendor matching
- PO matching
- Duplicate checking
- Tax validation
Approval
- Routing
- Thresholds
- Escalation
- Human-in-the-loop
Posting
- Accounting API
- ERP integration
- Database
Verification
- Retries
- Error queue
- Audit log
- Notifications
Not every invoice should be processed automatically.
- High-confidence transactions move automatically.
- Exceptions route to a person with the document, extracted data, and the reason for review.
- Once resolved, the workflow continues.
Before & after
Before
Manual coordination
- 01Invoice
- 02Inbox
- 03Employee
- 04Spreadsheet
- 05ERP
- 06Manager
- 07Email
After
A controlled workflow
- 01Invoice
- 02Octacer workflow
- 03Extract → Validate → Decide → Post → Verify
Build the business case
= 12 team-hours/week at $40/hr
Payroll value returned / year
468–562 team-hours/yr · payback 9–10 months
Map my workflowDirectional arithmetic — the review swaps in your real numbers.
Systems we connect
Accounting
- QuickBooks
- Xero
- Sage
ERP
- SAP
- NetSuite
- Odoo
- Microsoft Dynamics
Communication
- Gmail
- Outlook
- Slack
- Teams
Storage
- SharePoint
- Google Drive
- Dropbox
- S3
Don't see your system? If it exposes an API, database, or reliable export, we can usually connect it.
Recommended
Good fit
A repeatable workflow with enough volume to justify automation.
- 01A recurring invoice volume that already hurts
- 02Systems with an API, database, or reliable export
- 03A person who can own the exception queue
Set expectations
Not a fit
Some workflows need a different starting point or a human decision first.
- 01A one-off migration with no ongoing volume
- 02No system of record to post into
- 03Fully bespoke approval rules with no owner
Frequently asked questions
Do we have to replace our accounting system?
No. We connect to what you run today — if it exposes an API, database, or reliable export, we can usually integrate it.
Map one invoice processing automation workflow
A 20–30 minute review maps the workflow, finds the constraint, and tells you the first system worth building.