Revolutionise Invoice Processing with PaperLess Company Inbox

Streamline Your AP Processes with Powerful Automation Features

Fully Automated Invoice Processing

PaperLess Company Inbox provides Sage, Xero and SAP B1 users with access to the ultimate AP automation technology. Imagine having software that fully automates invoice processing, from the moment suppliers send invoices by email to when transactions are posted in Sage, Xero and SAP B1.

With PaperLess Company Inbox, this cutting-edge solution makes it possible to fully automate your invoice processing routines.

Sage 50, Sage 200, Sage Intacct, Xero, and SAP B1 users can automatically process all invoices sent via email. Simply set up automation rules, and the next time a supplier emails an invoice, PaperLess Company Inbox will handle it entirely automatically—transforming invoice processing into a faster, more reliable, and fully automated process.

For accounts teams using Purchase Orders in Sage, Xero, and SAP B1, PaperLess takes automation even further. With this powerful feature, you can configure PaperLess to automatically post invoices if a PO number is detected. This means accounts teams only need to focus on invoices that, for some reason, do not match purchase orders. All other invoices are processed automatically according to the defined rules.

Yes, that’s correct… If 70% of your invoices match purchase orders in Sage, Xero, or SAP B1, your Accounts Team will only need to manage the remaining 30%. PaperLess automatically processes the rest and inputs them into Sage, Xero, or SAP B1 in a seamless, fully automated process.

Integrates with

Invoice Processing Automation System Architecture

Advanced set of automation rules for documents received via email

PaperLess enables advanced automation rules for processing documents received via email, streamlining tasks like invoice data capture, approval workflows, and posting into Sage, Xero, or SAP B1.

The powerful document management system ensures invoices are automatically received, processed, and posted into Sage, saving time, money, and resources.

Speed up the processing of documents received by email in a simple and easy manner

Eliminate the hassle of sorting through emails to find documents to process. With Company Inbox, everything is in one place, making it easy to set automation rules.

Simpler, Faster and more Accurate

Documents can be received, data extracted, and sent for approval in a fully automated process, making workflows simpler, faster, and more accurate.

Complete set of automation rules — Choose the ones that suit you best

Apply automation rules that best suit your needs. PaperLess Company Inbox offers a range of rules, from basic to advanced, such as automatic posting of documents to your accounting software or the automatic matching and closing of purchase orders, all without any human intervention.

Gain a competitive advantage for your business

Gain significant competitive advantages by leveraging cutting-edge technology that saves time, reduces costs, and reallocates resources to high-ROI tasks through full document management automation.

Enhanced security, giving you complete control over your documents and processes.

PaperLess’ powerful encryption system, ensure the security of all data as well as the accuracy of processed information, while giving you full control over the documents, their status, and any required interventions.

Experience Invoice Processing Automation

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…has enabled the purchase ledger process and job cost management to be approximately 40%-50% more efficient.

Stenball

Steve Kitney, Financial Controller

PaperLess has made it easier to archive and retrieve documents, improved our approval processes making it much easier to have full visibility over invoice workflow processes.

Maelor Foods

Accounts Team

It took a while before I got used to the idea of a PaperLess accounting, but I would not want to go back.

Euromaritime

Bram Boone, Chief Financial Officer

Frequently Asked Questions:

Why is pre-approval important?

Pre-approval prevents unauthorised spending and ensures purchasing decisions align with company policy. By validating procurement requests before financial commitments are made, organisations reduce risk and improve visibility over future liabilities.

Is Company Inbox secure?

Yes. Company Inbox operates within controlled access permissions and governed workflows. Only authorised users can review, approve, or manage invoices within the system. By embedding automation within a secure environment, organisations strengthen compliance and protect sensitive financial data.

How does inbox automation improve efficiency?

Inbox automation eliminates repetitive administrative tasks such as downloading attachments, renaming files, and manually entering invoice data into accounting systems. By automating invoice capture and workflow initiation, finance teams save processing time and reduce the risk of manual error. This improves operational efficiency while maintaining structured financial control.

Can invoices be processed without manual review?

Yes. When invoices meet predefined automation criteria, such as matching purchase orders or compliant supplier rules, they can move through workflows automatically. Only invoices that fall outside configured thresholds or contain discrepancies are flagged for review. This exception-based approach allows finance teams to focus on higher-risk transactions while routine invoices are processed efficiently.

How does PaperLess Company Inbox operate?

PaperLess Company Inbox monitors designated email addresses for incoming supplier invoices. Once received, invoice attachments are automatically captured and processed using OCR to extract structured financial data. Supplier rules and predefined automation logic are applied immediately, triggering approval workflows or purchase order matching where required. This removes manual handling at the inbox level and integrates invoice processing directly into the broader accounts payable automation framework.

What is automated invoice processing from email?

Automated invoice processing from email converts a shared accounts inbox into a structured accounts payable automation channel. Instead of manually opening attachments, downloading PDFs, and re-entering invoice data, incoming supplier invoices are automatically detected, captured, and processed upon receipt. The system extracts invoice data using OCR technology, applies predefined supplier rules, and triggers appropriate workflows such as approval routing or purchase order matching. By embedding automation at the point of entry, organisations reduce administrative workload while maintaining strict financial governance and complete audit visibility across invoice processing.