Digital Employees · Purchasing & Payables
Know what you owe every vendor, and what’s due this week.
It reads every vendor bill, checks it against what you ordered and what arrived, and asks each vendor for what’s missing: the right invoice, the credit memo, the late delivery. An AI our team sets up and supervises. You move the money.
You approve every purchase orderYou release every paymentYour money never touches usSupervised by a person
Open positionCovered by a digital employee
Purchasing and Accounts Payable Clerk
$50,670 a year, US medianFlat monthly fee
- “Obtain vendor quotes and prepare purchase orders”Quotes side by side, the PO drafted for your OK
- “Match invoices to POs and receiving reports”Every bill checked against the PO and what arrived
- “Follow up with vendors on backorders and late deliveries”Chased by email, in your company’s name
- “Process vendor payments by ACH and check”Lined up, not paid: you release every payment
It never pays a vendor. It gets every bill ready, tells you what’s due and which discounts are worth taking. You release the money from your bank.
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Why
Why should I care, and why right now?
Paying on time depends on someone remembering.
Bills come in by email, through vendor portals and on paper. Nobody knows by heart what’s due this week, so you find out when the vendor calls. And by then, nobody has checked the bill against the order.
a year is what skipping a 2/10 net 30 discount costs you, as a rate. Paying on day 30 instead of day 10 means paying 2% for 20 days of credit.
of organizations in AFP’s latest fraud survey experienced business email compromise in 2025. A common version: an email that looks like your vendor’s, asking you to pay a new bank account.
Why this week, not next quarter
- The discount window closes on day 10.Miss it and that 2% is gone for good on that bill.
- What you’re billed isn’t always what you ordered.A new price, a short shipment, a credit memo that never came.
- Today, nobody owns it.Bills get checked when someone has a free afternoon.
Sources: the 37% is the standard formula for 2/10 net 30 on a 365-day year, (2 ÷ 98) × (365 ÷ 20); AFP 2026 Payments Fraud and Control Survey Report, as reported by Nacha (74%, up from 63% in 2024).
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What
So what does it do, exactly?
One digital employee. Four jobs. Each one feeds the next.
It starts from what you’d hand a new hire on day one: your vendor list, your open purchase orders and the bills in your inbox.
- 1
Quote
Asks your vendors for prices, puts them side by side and drafts the PO for your approval.
→ MATCH · the approved PO is what every bill gets checked against.
- 2
Match
Checks every bill against the PO and what arrived, then enters it in your system.
→ SCHEDULE · every bill that matches goes on the calendar, with its due date and any discount.
- 3
Schedule
Every Monday: what’s due this week and which discounts are worth taking.
→ FOLLOW UP · whatever is holding up a payment goes to the vendor as a question.
- 4
Follow up
Chases late deliveries, missing invoices and credit memos, from your email.
→ QUOTE · a vendor that’s always late or always raising prices shows up on your next quote.
Most tools do one of these. Your accounting software holds the bills; a bill-pay app sends the money. Someone still has to check each bill and chase the vendor. That’s the job it does.
A week of purchasing and payables
Your software holds the bills. The digital employee works them.
It reads each bill, checks it against the PO and what arrived, enters it, puts it on the calendar and tells you every Monday what’s due.
- Harbor Packaging billed $1.86 a case. The PO says $1.72. Held for you.To review
- Lakeside Freight’s October bill matches 14 delivery receipts. Entered in QuickBooks.Done
- Summit Paper #88213-A looks like a duplicate of #88213, same $3,420. Held.Flagged
- Three quotes for 5,000 labels: $612, $680, $745. PO drafted for the lowest.For your OK
- Asked Northgate Supply for the credit memo on 40 returned cases.Asked
- Ridgeway Industrial’s order is 6 days late. Emailed for a new ship date.Following up
- An email asks to change Harbor Packaging’s bank account. Not changed: call them at the number on file.Flagged
- Monday list sent: 9 bills due this week, $38,240. Two can take a 2% discount.Sent
Purchasing & Payables is tracking 7 open POs
Asking you
Harbor Packaging raised its price 8% per case. Accept it, or ask two other vendors for quotes?
Due this week
9 bills, $38,240. You release every payment from your bank.
Illustration of a week’s work, with made-up companies.
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How
How does each job work, and is it safe?
Three quotes side by side. The PO waits for your OK.
- Asks the vendors you choose for a price and lines up the answers: unit price, lead time, freight and terms.
- Drafts the PO in your system, with the quote attached. Nothing goes to a vendor until you approve it.
- Never commits to a vendor, a price or a contract on its own.
Illustrative example, with made-up vendors.
Every bill checked against what you ordered and what arrived.
- Three-way match. Each bill is checked against its PO and the receiving report or packing slip.
- Flags a price that changed, a quantity you didn’t receive and a bill that looks like one you already have.
- Enters the bills that match in QuickBooks, Xero or your system, with the PO and receipt attached. Anything that doesn’t match waits for you.
Illustrative example, with made-up vendors.
What’s due this week. You decide what gets paid.
- Every Monday you get the week: each bill, its due date and the amount, vendor by vendor.
- Discounts first. Bills with early-pay terms like 2/10 net 30 show the last day to take the discount and what it saves.
- Never pays. It never moves money. You release each payment from your bank or your bill-pay app, by ACH or check.
Illustrative example, with made-up vendors.
Late deliveries, missing invoices, credit memos. It asks until they arrive.
- You approve every message during the first week, before it goes out.
- Writes in your name and says it’s a supervised assistant. It never pretends to be a person.
- Hands you anything that needs a decision: a backorder, a substitute part, a new price.
Sample email thread from your company’s inbox. Made-up businesses.
Anything new, it asks once
Your rules decide. Anything new, it asks you.
Anything outside your rules reaches you as a question you answer with one tap. Your answer can become a rule, and next time it handles it on its own.
Asking you
Try it: tap an answer.
- Every PO waits for your approval.
- Bills that match the PO and receiving go into QuickBooks.
- Price changes, short shipments and possible duplicates are held for you.
Rules learned today: 0
Illustrative example, with made-up vendors.
You stay in charge
Your vendors, your rules. You stay in charge.
- Your money never touches usYou pay your vendors from your bank, exactly like today.
- It never moves moneyIt lines up what’s due. You release each payment.
- You approve every PONothing gets ordered until you say yes.
- You approve week oneEvery message to a vendor, before it goes out.
- Bank changes get a phone callA request to change a vendor’s bank details is flagged to you, never accepted by email.
- A person supervisesA specialist on our team sets it up and reviews its work.
- Nothing hiddenEvery bill shows the PO and receipt it was checked against. Every message is logged.
- Nothing to installQuickBooks, Xero or your system. Its own login, off anytime.
Already have someone in purchasing? It takes the matching and the vendor follow-up off their plate. Don’t? It covers that work.
Book a demoQuestions
Before you hand over your vendors.
I already use QuickBooks and a bill-pay app. Why this?
Your software holds the bills, and the app sends the money. Someone still has to check each bill against the PO and what arrived, and email the vendor when something’s off. That’s the work it does, inside the system you already use.
Wouldn’t it be better to hire someone?
If you already have someone in purchasing or AP, it takes the matching and the follow-up off their plate. If you don’t, it covers that work. The US median salary for accounting clerks, AP clerks included, was $50,670 in May 2025, before benefits. The digital employee is a flat monthly fee, quoted on the call.
My bookkeeper handles the bills.
They record what already happened. What’s due this week and which credit memo to ask for is the day-to-day, and that’s this job. Your bookkeeper gets every bill already matched, with the PO and receipt attached.
Does the money go through you?
No. It never pays a vendor and never moves money. It tells you what’s due and which discounts to take, and you release every payment from your bank or bill-pay app.
Does it write to my vendors?
Yes, from your email, in your company’s name and by your rules: quotes, missing invoices, credit memos and ship dates. During the first week you approve every message before it goes out.
Is it a person?
It’s AI. A specialist on our team sets it up, reviews its work and steps in when something needs a person. Messages go out in your company’s name and say they’re written by a supervised assistant. It never pretends to be a person, and your vendor can always talk to one.
Do I have to change systems?
No. It works in QuickBooks, Xero or the system you use, with your email and the spreadsheet you keep for orders. Nothing to install, nothing to migrate.
How much does it cost?
A flat monthly fee, quoted on the call. Never a percentage of what you spend.
Where does my data go?
It’s used only for your account, with a login of its own in your accounting system. It reads and writes with third-party AI models. Your data is exportable anytime and deleted when you ask.
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Now
OK. So what do I do?
The one thing to do
Book a demo. See it work.
A short video call. We show you the digital employee working on a sample company, and you decide if it fits yours.
Book a time
Pick a slot that works for you. It’s a video call, in English or Spanish.
See it work
Quotes, bill matching, the Monday list and vendor follow-ups, on a sample company. Tell us how you buy today: how many vendors, and where you keep your POs.
Decide
If it makes sense, we set it up on your system and it starts with your Monday list. Messages to vendors go out with your OK at first. If not, that’s it.
Pay what you owe. Only what you owe.
A digital employee for purchasing and payables, supervised by a person. A flat monthly fee, quoted on the call.