Processing up to 10,000 supplier invoices a month by hand is slow and hard to scale. Modulai built an AI agent that reads PDFs directly, searches a complex order database for matches, validates key fields, and routes every invoice to the AP team for final review with reasoning attached, and low-confidence cases additionally flagged for closer attention.
Stats
10,000
Invoices processed per month
Challenge
The client is a B2B subscription management provider whose accounts payable team manually processes up to 10,000 supplier invoices every month. Each invoice requires cross-checking order references, prices, and other key details against a complex internal database before approval for payment. Invoice layouts vary significantly from supplier to supplier, making the process time-consuming and difficult to scale.
Solution
Modulai built an AI agent that receives supplier invoices as PDFs and uses a set of database-backed tools to search for matching orders. When an initial search returns uncertain results, the agent follows alternative search paths until it reaches a confident match. If confidence remains low, it flags the invoice with a score and written reasoning. All invoices are then routed to the AP team for final review.
Tools
The agent was built with GPT-5.4 and deployed on Azure. It receives invoices as raw PDFs and extracts key fields directly through the model's document understanding capabilities, with no additional OCR layer required. A suite of purpose-built database tools gives the agent structured access to order records, letting it search by reference number, product name, supplier name, delivery period, and other fields.
Value created
The agent handles the full invoice matching and validation workflow, preparing every invoice for AP team review. Processing up to 10,000 invoices a month, reducing the time spent on each case adds up significantly. The agent's reasoning output gives reviewers immediate context on every case, with low-confidence matches additionally flagged so the team can prioritize and resolve issues faster.
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