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An idea for AI-supported business processes

Get paid
with less delay.

Resolve the questions holding up invoices,
and keep the next action moving through to payment.

  1. Identifying what is holding up payment

    The work is complete, but the invoice is waiting on a query. A missing reference, disputed charge or unconfirmed delivery can leave Finance chasing answers across the business.

    The customer's accounts team

    Your invoice is higher than our purchase order. We can't process it until the amounts match.

    When a billing query arrives by email, AI identifies the invoice and the issue, then routes it to the person responsible for resolving it. Routine payment reminders pause while the query is investigated, so the customer receives help with the problem.

    Finance can see who is resolving the query and what happens next, without repeatedly chasing colleagues.

    Your teams keep using their existing accounting, email and job or order systems.

  2. Explaining the invoice difference

    DataHub could connect the invoice, purchase order, job record and customer correspondence. AI compares the charges and prepares an explanation of the difference, with links to the evidence and questions that still need answers.

    Paper invoice, purchase order and customer approval records brought together to explain an extra charge.

    The invoice, original order and extra work brought together.

    AI prepares the query summary

    Original work
    The original invoice lines match the purchase order.
    Sources: invoice and purchase order
    Additional charge
    The invoice includes extra work recorded against the job. A customer email refers to approval of the change.
    Sources: job record and customer email
    Questions to resolve
    Was the extra work approved and completed? Does the invoice use the agreed price?

  3. Confirming the work and charges

    The workflow sends the outstanding questions to the people who can resolve them. Their answers and supporting records return to the same query, with reminders for overdue contributions.

    Operations confirms the extra work

    Operations checks the customer's written approval and confirms the work was completed. The approval and completion record are added to the query.

    Finance checks the charge

    Finance confirms the invoice uses the agreed price. The customer's purchase order still needs to include the extra work.

    If the invoice is wrong, Finance approves the correction before the reply is prepared.

  4. Preparing a reply that resolves the query

    AI drafts a reply using the confirmed details. Finance reviews it and sends the customer's accounts team an explanation, the supporting documents and a clear next step.

    What the customer receives

    The explanation
    The difference is the additional work approved after the original order. The reply identifies the relevant invoice line and agreed price.
    The supporting records
    The written approval and completion record are included, so the accounts team can check the charge.
    The next action
    Ask the customer to update their purchase order and confirm when the invoice can be included in a payment run.

    Invoice · Approval · Completion record

  5. Following through until payment is recorded

    The customer updates the purchase order and confirms a payment date. The workflow tracks that date against the invoice status in the accounting system. If payment is late, Finance receives a follow-up task with the query history already attached.

    Payment received and recorded

    • The accounting system shows the full payment matched to the invoice.
    • The follow-up closes and further reminders stop.
    • The explanation, approvals and payment record remain linked.

    Less time with invoices held up by unanswered questions. Finance has the evidence, responses and follow-ups together, so queries can move towards payment.