AccountingVisual workflowConstruction

Julie validates in 15 seconds what used to take 2 minutes

How AI supports an accounting clerk by handling repetitive steps — so she can focus on oversight and decisions.

Process

Before vs After

Compare the current workflow with the AI-assisted process.

Aujourd'hui

Email received

Invoice arrives as attachment

Manual download

Open, download the PDF

SharePoint filing

Place in the right folder

Acumatica data entry

Manual copy of each field

Vendor lookup

Dropdown menu, multiple clicks

PO association

Add Subcontract → check → Close

PDF attachment

Attach, rename, archive

~2 min per invoice

× 40/day = full day

Demain

Auto-reception

Agent monitors and sorts

Read & extract

Agent reads PDF, extracts everything

Enrichment

Vendor, project, PO — automatic

Import file ready

Acumatica template generated

Validation by Julie

Her expertise remains essential. She reviews and approves

Import & archive

Automatic after validation

~15 sec of human time

Julie focuses on oversight and complex cases

Quality Control

Smart Validation

The agent evaluates its own confidence and adapts its behavior.

> 90%

Auto-validated

Quick glance confirmation. Known format, recurring vendor, PO found.

60–90%

Quick review

30 seconds. An uncertain field, an unusual amount.

< 60%

Exception

Manual correction. Unknown format, missing data.

Day to Day

A Colleague, Not Software

Here's what a workday with the agent looks like.

8:00 AM — Start of day

Accounting Agent

Good morning Julie! I processed 47 invoices received last night and this morning.

42 ready to validate (confidence > 90%)
3 need a quick check
2 special cases to review together

Batch total: $127,450.23 · 12 vendors

Julie

Perfect, go ahead and import the 42.

Accounting Agent

Done! 42 invoices imported into Acumatica.
Shall we look at the 3 that need checking?

Handling an exception

Accounting Agent

Invoice #4892 from Tremblay Plumbing: amount of $8,430 but the PO has a remaining balance of $6,200.

Overrun of $2,230. What should we do?

Julie

That’s normal, there was an amendment. Associate it with the PO anyway.

Accounting Agent

Noted! Associated with the note "Amendment confirmed by Julie". I’ll remember this for future invoices from this vendor.

Beyond invoices

Julie

Marc is asking for a summary of expenses for the Château Frontenac project for the past month.

Accounting Agent

Château Frontenac Project — January 2026:

Total invoiced: $234,567
Remaining budget: $45,433 (16%)
Active vendors: 8
Pending invoices: 3 ($12,340)

Would you like me to generate the Excel report and send it to Marc?

Julie

Yes, send it to him.

Accounting Agent

Report sent to [email protected]

Results

Measured Impact

The numbers speak for themselves.

2 min / invoice

15 sec

of human time per invoice

40 / day

250+

invoices processed per day

32h / week

2–3h

in human validation

2-5 day delay

Same day

invoice processing

Under the Hood

Technical Architecture

The technical layers of the agent, from input to output.

Ingestion

Email inbox → Classification → SharePoint deposit

Extraction

PDF reading all formats → Vendor, amount, taxes, date, PO

Enrichment

Vendor → Sub ID · Address → Project code · Project → Active PO

Validation + Import

Excel template → Human validation → Acumatica import

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