AI for accounts payable
Ultramarine Work drafts invoice coding, works the match exceptions and builds the accrual schedules from the invoices, receipts and ERP exports already in your AP folder. You review the files it hands back before anything posts.
AP-exceptions-Oct-27.xlsxExampleMatch exceptions, week of Oct 27
- INV-20931Northgate Builders$18,420.00Flagged
Line 3 is $1,140 over PO 4471, so it holds for the buyer’s approval.
- INV-20950Ridgeline Utilities$4,286.10Flagged
Same amount as INV-20877, paid Oct 9, with an invoice number one digit off.
- INV-20944Cascade Office Supply$612.35Ready
PO, receipt and invoice agree, so it goes in Thursday’s payment run.
- INV-20957Harbor Freight Lines$2,940.00Waiting
No receiving report yet, so it waits for the dock to enter one.
How it works
- 1
Drop in the AP folder
Save the vendor invoices from your inbox or portal into one folder along with the scanned receipts, the open PO and receiving reports, vendor statements, the card statements, your ERP exports and last month’s accrual schedule.
- 2
Ask for the next piece of work
You ask for coding on a non-PO invoice, a duplicate check against closed payments, the match exceptions with receiving documents attached, or the GRNI accrual and audit sample. Each comes in Excel or Word with the source on every figure.
- 3
Tick, tie and decide
Every figure points back to the invoice, statement or report it came from, and anything it can’t find or reconcile is marked as a query for you, never filled in. You verify the bank changes, release the payment run and post to the ERP.
Inside the Accounts Payable mode
Payables processing and controls
Match exceptions come with the PO and receiving report attached, the duplicate check covers open and closed payments, and bank changes wait for your callback.
Expense reports and audit
Expense reports and card statements are tested for missing receipts on anything over $75, thin business purpose, per diem errors and split claims.
Month-end close and reconciliations
It drafts the received-not-invoiced accrual, the subledger-to-GL tie-out and the statement recs, and every reconciling item is explained rather than plugged.
Sales and use tax
When a vendor charged no tax on taxable goods, it flags the invoice, builds the use-tax accrual by state and drafts the exposure memo your tax team reviews.
1099 preparation
The payment file feeds the 1099-NEC and 1099-MISC population, W-9s get checked for name and TIN problems, and the B-notice letters are prepared for you to send.
Unclaimed property reporting
It ages uncashed vendor checks and stale credits against each state’s dormancy period, then writes the due-diligence letters and the report detail.
Audit PBC and evidence requests
For the auditors, it pulls the vendor, payment and GRNI reports with the parameters and extraction dates that support completeness.
- Office skills
- Excel, Word, PowerPoint, PDF
- Tools
- Read, edit and write files, Search files, Run code, Search and read the web, View images
- Connectors
- SharePoint, Google Drive, Gmail, and additional custom connectors
- House style
- Your fonts, layouts and rules, on every file
Ask it for
“Compare the four Northgate build-out invoices against PO 4471 and the receiving report, flag every price or quantity variance over $500 and mark up each page.”
Northgate-invoice-review.pdf“Audit the Q3 card statements for receipts missing on anything over $75, meals with no business purpose, and the same restaurant charge claimed twice.”
Q3-card-audit.xlsx“Build the October GRNI accrual from the open PO report and the utility and legal invoices received but not entered, and list anything you can’t support.”
Oct-GRNI-accrual.xlsx“List July invoices from out-of-state vendors that charged no sales tax, flag the taxable goods and draft the use-tax accrual by state for the tax team.”
Use-tax-accrual-July.xlsx“Pull the 2025 1099-NEC and 1099-MISC population from the vendor payment export, list the missing W-9s and invalid TINs, and flag who needs a TIN match.”
1099-population-2025.xlsx“Draft the due-diligence letters for uncashed vendor checks over $50 that reach dormancy before the November 1 report date, grouped by state.”
Escheat-due-diligence-letters.docx
Who it’s for
Accounts payable and T&E teams in companies, public bodies and shared service centers, from invoice processors to AP managers.
Questions
What happens when it codes an invoice to the wrong GL account?
A wrong code surfaces on your read-through, not after the payment run, because every number carries its source file. Anything it couldn’t reconcile is written up as an open item rather than forced into a number. Put your chart of accounts and the vendor’s coding history in the folder, and it codes against them. Every file it touches waits for your sign-off before the entries post.
Can it decide which reimbursements are taxable under our accountable plan?
No, the taxability decision stays with you and your tax advisors. It tests each report against the accountable plan rules you give it, from the written business purpose and receipts for anything over $75 to per diem rates for each travel day, and it flags duplicate or split claims and advances that were never returned.
Where does our invoice and vendor data go?
Ultramarine Work changes files only in the project’s folder. When a request needs it, it can read files elsewhere on your computer, never passwords, keys or app data, and you can turn that off in settings. The model runs on Paper Instruments’ servers, so the content it works on is sent there to be processed. Paper Instruments is SOC 2 Type II, and our security and compliance details are on our compliance page.
Will the auditors accept AP files drafted with AI under SOX?
Acceptance is your auditor’s call, and no tool relieves you of proving the control ran. It assembles the reports they request and notes the parameters and extraction dates, so the population can be checked for completeness. Each proposed adjustment is laid out against materiality. Nothing leaves the folder until you have reviewed it, and the compliance page has the details.