Invoice processing services that match before you pay Every invoice captured, matched to its order and coded, with exceptions decided by people
Accounts payable invoice processing your team can trust From the invoice in the inbox to an entry ready to approve
How our invoice processing works Five steps, from the AP inbox to an entry ready to approve
- Before the first batchLearn your AP rulesWe agree your tolerances, coding rules, approvers and which suppliers need special handling.
- Sample batchProcess a month's sampleWe process a sample of real invoices, and your AP team checks every match and code.
- Every dayAgents capture and matchAgents capture each invoice, match it to its order and receipt, and suggest the code.
- Every dayPeople decide the exceptionsMismatches, duplicates and missing orders go to a trained reviewer, with the reason.
- Every batchSign offThe batch owner checks a sample and answers for the batch before it goes to approval.
When invoice processing services are the right fit And when your AP team needs a different kind of help
A good fit when
- Your AP team keys invoices from paper, PDF and email by hand
- Overpayments and duplicate payments slip through when the team is busy
- Month-end close waits on invoices nobody has coded yet
Look elsewhere when
- You want the approval and payment decisions made for you
- You need an AP system chosen and set up first
- You want matching automated inside your own ERP: we build AI agents for that
Our invoice processing services in detail Each part of the work, and what your AP team gets back
Invoice data entry services
Invoices reach accounts payable as paper, PDFs, email attachments and supplier portal downloads. Agents capture the invoice number, supplier, dates, PO number, line items, tax and totals from every format.
Each invoice is checked for arithmetic first: lines must add up to the subtotal, and the tax must match the rate.
Invoice matching and verification
Two-way matching compares the invoice with its purchase order. Three-way matching adds the goods receipt, so you only pay for what arrived.
Price, quantity, description and tax are compared line by line, within the tolerances you set. A line outside tolerance holds the invoice for a person.
- Two-way match: invoice and purchase order
- Three-way match: invoice, order and goods receipt
- Duplicate invoice check across suppliers and dates
Invoice data capture and indexing
Each invoice is indexed by invoice type, document number, date, supplier, gross amount and tax amount. Your team can find any invoice in your system by any of those fields, and auditors can too.
GL coding and cost allocation
Agents suggest the general ledger code and cost center from your rules and from how the same supplier was coded before. A new supplier or an unusual line goes to a person to code.
Exceptions decided by people
Most of the work in accounts payable is in the exceptions: a missing PO, a short delivery, a price that changed. A trained reviewer decides each one and writes down why, so your approver sees the reason, not just a flag.
Each decision becomes an example, so the same kind of exception is handled faster next month.
Questions about invoice processing services What finance teams ask us before they send the first invoices
What are invoice processing services?
Invoice processing services capture the data on supplier invoices, check it against purchase orders and receipts, and code it, so your accounts payable team only has to approve. The payment decision stays with you.
What is three-way matching in invoice processing?
Three-way matching compares the invoice, the purchase order and the goods receipt before an invoice is paid. It catches billing for goods that never arrived, or at a price nobody agreed.
Do you work in our AP system or ERP?
Yes. We key invoices into SAP, Oracle, NetSuite, Dynamics 365, QuickBooks or your AP tool, through accounts you create for us. Many clients also have us work from a shared AP inbox.
Who approves the payments?
Your team does. We capture, match and code each invoice, and hold every mismatch for a person, but approving and paying stay with your approvers.
Is our financial data secure?
You choose how we reach the invoices: a secure transfer folder, a VPN, or accounts with limited rights in your system. Only the people on your batch can open the work, and we sign your confidentiality agreement before the first invoice.
How much do invoice processing services cost?
Damco prices invoice processing per invoice, not per hour. We quote after the sample batch, once we know how many lines your invoices carry and how many need a person.
Tell us how invoices reach your AP team
Describe the invoices, your system and your matching rules, and we'll show you how we'd run the first batch.