Invoice data capture and coding

Invoices arrive in an inbox as PDFs and email bodies, and someone opens each one, reads the vendor, the amount, the line items, and the tax, then keys it into the accounting system and picks a general-ledger code from memory. The work is repetitive but it demands judgment on every line, so it lands on a trained accountant who spends the morning doing data entry instead of analysis. Volume spikes at month-end when the same person is already trying to close the books. Miscodes slip through because the coder is tired, and catching them later costs more than getting them right the first time. Nothing about the task is hard, it is just spread across an inbox, a stack of attachments, and a ledger that were never wired together.

You describe the outcome in plain language, and Ceven builds a workflow that watches Gmail for incoming invoices, extracts the vendor, dates, amounts, and line items with an AI step, and matches each one against open purchase orders and vendor records in NetSuite or QuickBooks. It proposes a general-ledger code and cost center for every line based on how similar invoices were coded before, then assembles a draft entry ready for Bill.com or Xero. Ramp card charges that arrive with their own receipts flow into the same pass so the coding stays consistent across sources. The AI does the reading and the first-pass coding, but the ledger of record stays in the accounting system, because Ceven runs around the tools you already use rather than replacing them.

Nothing posts and no bill is scheduled until a person approves it. The drafted invoice, its coded lines, and the matched purchase order land in front of the AP clerk or controller, who can edit a code, split a line, reject the draft, or approve it. Once approved, the workflow writes through the accounting system's own supported path and records a row in the audit trail, so there is always an exportable account of what posted, which invoice it came from, and who signed off. That trail is what turns a fast workflow into one an auditor can follow line by line.

You can start free with no credit card. Connect the accounting system, the inbox, and the spend tools you already use, then describe the outcome you want in plain language and Ceven builds the capture-and-code workflow across its library of more than a thousand tools. Because it runs around your ledger rather than becoming one, you can point it at QuickBooks, NetSuite, Xero, Bill.com, and Ramp without changing how your books are kept. The build is a conversation, not a configuration project, so the first working version is usually minutes away rather than weeks.