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PaperEntry AI: AP Invoice Automation
Automate Accounts Payable for Freight Forwarders
A logistics-native accounts payable solution for freight forwarding. It delivers fully automated, end to end invoice processing with Proprietary Generative AI model based data capture. Built for high accuracy and scale, it auto-detects duplicates and flags exceptions. Granular, customizable role-based access control secures vendor management and approval workflows across teams, and real-time dashboards provide complete visibility.
Why AP Teams Struggle, and How PaperEntry AI Fixes It
Without PaperEntry AI
Why AP Teams Struggle
✕Manual keying of supplier invoices, credit notes, and accruals across every branch
✕Duplicate invoices slip through and get paid twice
✕Matching against jobs, purchase orders, and accruals happens in spreadsheets
✕Approvals chase people by email, with no record of who approved what
✕Month-end close waits on a queue nobody can see
With PaperEntry AI
Accounts Payable, Automated
✓Template-free extraction reads every invoice format on day one
✓Duplicates are flagged automatically before payment is released
✓2-way, 3-way, and beyond matching runs against your own business rules
✓Role-based routing approves inside tolerance and escalates the rest
✓Real-time dashboards show the whole queue, so close is predictable
Product overview
Built for Logistics Accounts Payable
Template-Free
Reads any supplier invoice layout without a template library to maintain.
Exception-First
Auto-approve inside tolerance and put a person only on what actually failed.
Enterprise-Ready
Single sign-on, role-based access control, and a tamper-proof audit trail.
How it works
How Does it Work?
PaperEntry AI: AP Invoice Automation is designed for the transportation and logistics industry, from first capture through to posting in your TMS or ERP.
1. Invoice Intake
Email, EDI, SFTP, and API. Centralized capture across every channel.
2. AI-Powered Extraction
Proprietary Generative AI Models read every invoice without templates.
3. Validation & Matching
Accruals, tariffs, tolerances, and business-rule checks applied automatically.
4. Approvals & Exceptions
Role-based routing, with auto-approval inside the tolerances you set.
5. Posting to TMS/ERP
Posted with attachments, then reconciled against the shipment file.
Fast Pass: AutoMagic Straight Through Processing
Key features
Key Features
Document Extraction powered by Proprietary Generative AI Models
Template-free extraction of AP invoices, purchase orders, and accruals.
Business Rule Matching Engine
Supports flexible 2-way, 3-way, and beyond match against your own rules.
Duplicate Invoice Detection
Automatically flag duplicate invoices and prevent costly overpayments before they occur.
Vendor Resolution Management
Vendors and users chat in-app to resolve exceptions, and admins mark issues resolved to process invoices.
Intelligent Audit Logging
A complete, tamper-proof audit trail with detailed user-level logs for every change.
Enhanced Role-Based Access Control
Create new roles with different access controls. AP Clerk, Approver, Supervisor, and Admin out of the box.
Assignment Rules
Route by vendor, branch, invoice amount, or exception reason.
Posting Rules
Auto-approve and post within tolerances, and escalate when thresholds are exceeded.
Single Sign-On
Streamlined, secure user authentication across your existing identity provider.
Native integration
Native TMS Integration
No duplicate entry. Direct sync with jobs, accruals, vendor master, and AP posting.
✓Jobs and shipment files sync both ways, so costs land on the right job
✓Accruals are matched and released without re-keying
✓Vendor master stays in one place, with no duplicate vendor records
✓AP posting writes back with attachments and a full reconciliation trail
✓Native integration with CargoWise, plus Descartes and MercuryGate
✓APIs and sFTP support for in-house systems
70%
of invoices processed touchless
99%+
capture accuracy
50%
faster close cycle
Metrics shown are illustrative examples and may vary by deployment.
Frequently asked questions
FAQs: PaperEntry AI’s AP Invoice Automation
What is PaperEntry AI's AP Invoice Automation?
PaperEntry AI's AP Invoice Automation is a logistics-native accounts payable product from Deep Cognition, built specifically for freight forwarders, customs brokers, and 3PLs. It automates the full invoice lifecycle, from intake through posting, using proprietary generative AI models to extract data without templates, then validates, matches, and routes invoices for approval before posting to a TMS or ERP. It is a distinct product from PaperEntry AI: Customs, which handles customs entry documentation rather than AP invoices.
How does PaperEntry AI's AP Invoice Automation process work?
PaperEntry AI's AP Invoice Automation processes invoices in five stages: intake (email, EDI, SFTP, or API), AI-powered extraction, validation and matching against accruals and tariffs, approval and exception routing, and posting to the TMS or ERP. A Fast Pass mode enables broker-governed and AutoMagic straight-through processing for invoices that meet defined tolerances, skipping manual review.
Does PaperEntry AI's AP Invoice Automation require invoice templates to extract data?
No. PaperEntry AI's AP Invoice Automation uses template-free extraction powered by proprietary generative AI models, so it can process AP invoices, purchase orders, and accruals from new vendors or unfamiliar formats without manual template setup.
How does PaperEntry AI's AP Invoice Automation prevent duplicate invoice payments?
PaperEntry AI's AP Invoice Automation includes automatic duplicate invoice detection that flags potential duplicates before they are approved, preventing overpayments before they occur. This runs as part of the validation and matching stage, alongside accrual, tariff, and tolerance checks.
What invoice matching does PaperEntry AI's AP Invoice Automation support?
PaperEntry AI's AP Invoice Automation includes a business rule matching engine that supports flexible 2-way and 3-way matching, and can be configured beyond 3-way match for more complex validation needs. Invoices that fall within defined tolerances can be auto-approved and posted; exceptions are routed for review.
Does PaperEntry AI's AP Invoice Automation integrate with a TMS?
Yes. PaperEntry AI's AP Invoice Automation offers native TMS integration, syncing directly with jobs, accruals, vendor master data, and AP posting to eliminate duplicate data entry between the AP tool and the transportation management system.
What access controls and audit features does PaperEntry AI's AP Invoice Automation offer?
PaperEntry AI's AP Invoice Automation provides enhanced role-based access control (RBAC) with out-of-the-box roles for AP Clerk, Approver, Supervisor, and Admin, plus the ability to create custom roles. It also maintains a tamper-proof, user-level audit log of every change, and supports single sign-on (SSO) for authentication.
See it in action
Watch an AP Invoice Move From Inbox to Approved
Follow a carrier invoice through PaperEntry AI: captured on arrival, read without a vendor template, matched against the job and purchase order, checked for duplicates and exceptions, then posted into your TMS or ERP ready for approval — with no one re-keying a line.
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Product walkthrough
Customer spotlight
What Our Customers Say
“We are particularly satisfied with PaperEntry AI, which has significantly enhanced both the accuracy and speed of our invoice entry process. At the same time, we can now redirect our resources towards auditing procedures and other initiatives that support continuous improvement. Our collaboration with the UTILIZE team stands out for its professionalism and deep expertise in the field.”
Ready when you are
Ready to automate your Accounts Payable?
Bring us a month of your real supplier invoices. We will show you extraction, matching, and posting running end to end against your own data.
Artificial intelligence. Real results.
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