Accounts payable automation that takes the bill from inbox to payment

Half the AP tools in the market stop at reading the bill. Real AP automation chains capture, coding, approval, payment, and reconciliation into one loop — so a bill that arrives in your inbox at 9am is approved by 11am, scheduled by noon, and posted to the ledger by the time you reconcile the bank.

HelloBooks ships the full loop. Capture from email, Drive, or mobile. AI coding to the right GL account, project, and cost centre. Multi-step approval with conditional routing. Scheduled payment via ACH, RTP, UPI, or card. Reconciliation back to the bank feed with full audit trail.

Smarter accounting for growing businesses

Spend smart. Pay right. Grow faster.

1. 1

   Purchase Order (PO)

   What did we order?

   Purchase order · PO-1001

   Supplier

   ABC Traders

   Item

   Office chair

   Qty

   100

   Rate

   $50

   Total

   $5,000

   Approved purchase from your business
2. 2

   Goods Receipt (GRN)

   What did we receive?

   Goods receipt · GRN-1001

   Supplier

   ABC Traders

   Item

   Office chair

   Qty received

   100

   Quality check

   ✓Passed

   Received on

   12 Apr

   Confirms what actually arrived
3. 3

   Supplier Invoice

   What are we billed?

   Supplier invoice · INV-1001

   Supplier

   ABC Traders

   Item

   Office chair

   Qty billed

   100

   Rate

   $50

   Total

   $5,000

   What the supplier is asking you to pay

HelloBooks Match Engine

Compares key details automatically

• Supplier
• Item / description
• Quantity
• Rate / price
• Total amount
• Tolerances (if any)

• All 3 match?

  Invoice approved for payment

  Moves to the payment queue automatically — or through your approval workflow.

  Approved

• Mismatch?

  Held for review

  Flagged for your team with the reason — quantity, price or document mismatch.

  On hold

Why 3-way matching matters

• Prevents overbillingNever pay for more than you ordered or received.
• Reduces fraud & errorsCatches duplicate or incorrect invoices.
• Stronger audit trailFull visibility from PO to payment.
• Faster AP processingClean matches move forward on their own.

From purchase to payment — all in sync.

Illustrative example — figures are for explanation only.

Every link in the chain is auditable. Click any payment in your ledger and replay every step — who approved it, when, on what authority, against what budget, paid by what rail.

• Capture: bills forwarded to ap@yourcompany are read by the AI (PDF, image, email body)
• Coding: vendor, amount, due date, GL account, project, cost centre, tax code
• Duplicate detection: same vendor + same amount + same invoice number is flagged before posting
• Approval: routed by policy — amount threshold, vendor, GL account, or department
• Payment scheduling: optimised for early-pay discounts, due dates, and cash position
• Payment execution: ACH, RTP, UPI, wire, or virtual card depending on country and vendor
• Reconciliation: payment matched in the bank feed; journal entry posted; trail closed

Smarter accounting for growing businesses

Capture. Approve. Pay.

1. Step 1

   Capture

   Bills forwarded by email, Drive or mobile are read by the AI

2. Step 2

   Code

   Vendor, amount, due date, GL, project, tax code

3. Step 3

   Duplicate check

   Same vendor + amount + invoice no. flagged

4. Step 4

   Approve

   Routed by amount, vendor, GL or department

5. Step 5

   Schedule

   Timed for due dates, discounts and cash

6. Step 6

   Pay

   ACH, RTP, UPI, wire or virtual card

7. Step 7

   Reconcile

   Matched in the bank feed, entry posted

Click any payment in the ledger to replay who approved it, when, and on what rail.

One chain, one audit trail.

Most AP tools force every bill through one approver. HelloBooks lets you build approval policies per amount, per vendor, per GL account, or per department, with parallel and serial steps. The AI suggests the right approver based on historical patterns; an admin can override.

Approvals work in Slack, email, mobile, or the HelloBooks app. Approvers see the bill, the AI coding, and the budget impact before they click approve.

HelloBooks pays domestic vendors via the cheapest local rail (ACH in the U.S., Faster Payments in the U.K., UPI/IMPS/NEFT in India, BPAY in Australia, Interac in Canada, FAST in Singapore, and equivalent rails in NZ and the UAE). Cross-border is supported via wire or partner FX rails.

Virtual cards are available for vendors who only take card payment, with budget controls and one-time card numbers per bill.