The Manual Invoice Entry Challenge
Accounts payable teams spend significant time entering supplier invoice data into IFS manually. An invoice arrives by email, an AP team member opens it, reads the supplier name, invoice number, line items, amounts, and tax information, then enters the same information into IFS.
InvoiceAgent automates this process. When an invoice arrives, AI extracts the relevant information, Boomi transfers the data into IFS, and the original invoice is attached to the supplier invoice record. Work that previously took several minutes can be completed in seconds.
The result: Faster invoice processing, fewer data entry errors, more consistent IFS records, and more time for supplier management, dispute resolution, and cash flow planning.
How InvoiceAgent Works
InvoiceAgent connects email, AI, Boomi, and IFS in a single automated invoice processing workflow.
Email Capture
Boomi monitors the designated inbox and captures invoice emails along with PDF or image attachments.
AI Extraction
AI identifies the supplier, invoice number, date, line items, amounts, tax information, and other required fields.
IFS Invoice Creation
Boomi creates the supplier invoice in IFS using the extracted information and applies the relevant supplier matching rules.
Document Attachment
The original invoice is attached to the IFS record through Document Management, preserving the supporting document and audit trail.
Key Capabilities
InvoiceAgent is designed to manage the complexity and variation found in real-world supplier invoices.
Email & Attachment Processing
Monitor an invoice inbox and process email content, PDF documents, and image attachments across different supplier formats and layouts.
Multi-Line Invoice Support
Extract multiple line items, quantities, unit prices, tax values, and totals from complex invoice structures.
Supplier Matching
Match extracted supplier details against existing IFS supplier records and route unknown or ambiguous suppliers for review.
IFS Invoice Creation
Create supplier invoice records in IFS with the required supplier, invoice, date, amount, line item, and coding information.
Document Management Attachment
Attach the original invoice to the IFS record automatically so users can retrieve the source document directly from IFS.
Error Handling & Review
Route invoices with missing fields, poor image quality, uncertain extraction, or validation failures to the AP team for review.
Reduce the Cost of Invoice Processing
A business processing 100 invoices per month at approximately 10 minutes per invoice can spend around 200 hours each year on manual entry alone.
By automating standard invoice processing and routing only exceptions for review, InvoiceAgent can return a significant amount of that time to the accounts payable team.
Supported Workflows
InvoiceAgent can be configured around the invoice types, document formats, coding requirements, and approval processes used by your organization.
Standard Invoices
Process supplier invoices containing standard line items, unit prices, totals, and tax information.
Complex Line Items
Handle invoices containing multiple line items, dimensional information, and different coding requirements.
PDF & Image Files
Process native PDF invoices and scanned image documents using AI-supported document extraction.
Structured Data
Support XML, JSON, EDI, and other structured formats supplied by vendor systems.
Supplier Exceptions
Route unknown suppliers, incomplete records, and validation failures to the appropriate AP review process.
Approval Workflows
Trigger IFS approval processes automatically based on value thresholds, coding rules, and business requirements.
Why RutterKey for InvoiceAgent
InvoiceAgent combines RutterKey’s IFS knowledge, Boomi integration capability, AI experience, and accounts payable process expertise in a purpose-built invoice automation solution.
Boomi Gold Partner Expertise
InvoiceAgent uses Boomi integration and API capabilities to connect email, AI services, and IFS securely.
Applied AI Integration
We manage document extraction, prompt design, validation, exception handling, and data quality requirements.
IFS Accounts Payable Knowledge
Deep knowledge of supplier records, invoice creation, approval processes, coding, and Document Management.
Process Automation Experience
Practical experience automating financial workflows and managing the exceptions that occur in operational environments.
Production-Ready Architecture
A structured solution designed for reliability, controlled exception handling, and scalable invoice volumes.
Ongoing Support & Improvement
Continued support as AI models, Boomi capabilities, IFS environments, and business requirements evolve.