Department cost centres
Every department has its own budget, manager and approval limit. Spend is checked against the budget at the moment of approval, not discovered at month end.
Explore departmentsThe connected AP engine
Accounts payable automation, with the controls intact.
Invoice IQ runs payables end to end: invoices arrive in any format and are read automatically, routed for approval by value, signed off on the web or on mobile, paid in scheduled runs and recorded in a permanent audit trail.
Zero-typing extraction
Every header and every line item, read for you.
No more typing supplier invoices in by hand. The reading engine takes digital PDFs, scanned paper, photographs from a phone and attachments collected from your Gmail inbox, and it does not need a configured template for each supplier.
- Gmail inbox capture: Connect your company Gmail inbox once. Invoice attachments (PDF, PNG, JPG) are collected every few minutes, and your AP team chooses which to process.
- Full line-item detail: Descriptions, quantities, unit rates, tax splits and line totals.
- Supplier matching: Matched against your existing supplier records, with new or unverified suppliers flagged.
- Duplicate checks: A matching invoice number, date or amount is flagged before the invoice enters the queue.
Extraction reviewReady to confirm
Supplier
Global Logistics Corp
Invoice number
INV-2025-089
Invoice total
$98,917.50
Payment terms
Net 30 days
3 line items read, including freight and handling, with tax totals reconciled against the invoice total.
Segregation of duties
The four-stage approval chain.
Clear role ownership and automatic escalation by value, so approvals cannot quietly bypass the people who should see them.
Setup & stage 1
Company admin & AP clerk
Set up departments, invite users, bring invoices in, check the extracted line items and assign the cost centre.
Stage 2
Department manager
Reviews the spend against the department budget, then approves or rejects with a remark on the record.
Stage 3
Finance manager
Escalation by invoice value, so a second sign-off is required on larger commitments and nothing else.
Stage 4
Treasurer
Release of funds as a separate step, against verified supplier details, then settlement recorded per invoice.
Pending review
Global Logistics Corp
$98,917.50
Swipe to approve
Camera captureOn
Biometric unlockEnabled
RemarkRequired
Web and mobile parity
Approve from anywhere, without holding up a supplier.
Finance does not only happen at a desk. Department managers and executives get the same queue on their phone, working on the same data, landing in the same audit trail.
One-swipe approvals
Approve or reject a single invoice or act in bulk, with a remark recorded either way.
Camera capture
Photograph a paper invoice in the field; captures taken offline sync once you reconnect.
Get the Invoice IQ app for Android.
Payment runs & treasury
Approved is not the same as paid.
Approved invoices are grouped into scheduled payment cycles. Treasury reviews the batch as a whole and releases it as a deliberate, separate step, so the person who enters an invoice is never the person who lets the money go.
- Batch by cycle: Group many approved invoices into one scheduled run rather than paying them one at a time.
- Release is separate: Treasury sign-off is its own recorded action, against verified supplier details.
- Partial payments: Settle part of an invoice and keep the remaining balance tracked against the supplier.
Payment cycleAwaiting release
Invoices in this run12
Run total$412,045.00
Scheduled forFriday, week 3
Released byTreasury only
Beyond the queue
The parts of AP that usually live in spreadsheets.
Department budgets, the ledger, and the questions people ask about what is owed. Invoice IQ keeps them in the same place as the invoices.
Straight into Xero, and your ERP next
An approved invoice becomes a Xero bill with its supplier, line items, tax and due date already filled in, and the payment is recorded against it when you pay. Run a different ERP or accounting system? Tell us: we are ready to build that integration with you.
See what each edition syncsAsk your own data, in plain language
The Invoice IQ Assistant answers questions about your invoices, approvals and payments, from your own tenant only. What is waiting on me, what is due this week, what did we pay a supplier last quarter.
What the assistant covers
Screens are illustrative renderings of product features; figures are sample data.
New: Billing and sales invoicing
Send invoices to your customers, too.
Invoice IQ now handles both sides of the ledger. Alongside the supplier invoices you pay, Billing creates, approves and sends the sales invoices you are owed, on both Lite and Enterprise.
- Your own invoice numbering and tax rates, for any country
- Optional approval before an invoice goes out: always, above an amount, or off
- Emailed with the PDF attached and a secure link to view and download it
- Payments recorded as they arrive, including part payments
Your company admin turns Billing on in Billing Settings.
Customers and items
Keep the businesses you bill and the products and services you sell, with each customer’s own payment terms and currency.
Credit notes
A sent invoice is never edited. Raise a credit note against it; once approved and sent, the amount due drops accordingly.
Your bank details on every invoice
Set your receiving bank account once in Billing Settings, confirmed by a treasurer, and it is printed on every invoice you send.
Know when it was seen
The invoice shows Viewed once your customer opens the link, and every step from draft to paid is kept in its history.
Audit readiness
Prove every action, without reconstructing anything.
Every step, from the upload and the extraction check through departmental sign-off, treasury release and settlement, is recorded with the user, the exact timestamp and the remark that was required at the time. Nothing is edited away; the history is append-only.