Yearly running cost Assuming 24,000 invoices a year
By hand $36K / year 1,200 hours of work
Hosted service $10.6K – 15.4K+ / year
This workflow $1.1K / year Machine usage only; setup, hosting and review are extra. Invoice workflow What should it do with your invoices?Read supplier invoices and check the details. Choose reviewed exports or draft bills in your accounting system.
Extract and check invoices Fields, line items and flagged issues in a review page. $720 – 2,160 setup Prepare accounting drafts Intake, supplier and PO checks, and approved draft bills. $1,440 – 4,080 setup
Which accounting system should it connect to?Xero draft bills Another system (specify below) Your team approves the records. No automatic payments.
What is included Guide prices assume reusable invoice parsing and review components adapted with AI-assisted development. You supply authorised invoice samples, field requirements and checked examples.
Upload files and receive checked records and an exception list. No accounting-system writes.
Agree supplier layouts, languages, line items and tax rules. The connected option adds an agreed mailbox or storage source, supplier and PO lookups, and approved drafts in one accounting system.
Accuracy How accurate should the invoice records be?Choose targets for correct fields, line items and complete invoices that need no edits.
Checked invoice records Read required fields and line items; flag duplicates, missing data and inconsistent totals. ≥99% fields correct · ≥90% invoices without edits Included Fewer corrections More testing and tuning for difficult layouts and missed review cases. ≥99.5% fields correct · ≥95% invoices without edits Setup +$288 – 960 My own requirements Describe your fields, checks or targets. Quote separately
How accuracy is measured These are acceptance targets, not measured results. Your accounting lead checks held-out invoices against the original documents. Missing answers count as errors; report line items and invoices separately.
Targets for your selected checks What is checked Target Required fields correctCorrect supplier, invoice reference, dates, currency and totals divided by all required labelled fields; missing answers count as errors. Report each field separately. ≥99% Line-item fields correctCorrect required descriptions, quantities, prices and tax fields divided by all labelled line-item fields; unmatched or omitted items count as errors. ≥98% Invoices ready without editsInvoices with every required field and check correct divided by all inputs, including rejected files. No field average can substitute for this result. ≥90% Required reviews caughtLabelled duplicate, missing-field, conflicting-total or unmatched-reference cases correctly referred for review divided by all cases requiring review. Report false review flags separately. ≥95%
Your team reviews every invoice during the pilot. Missing details, uncertain matches and inconsistent totals go to a person. Correct extraction does not authorise a bill or payment.
Speed How quickly do you need each invoice ready?Choose how quickly the extracted record and checks should be ready. Human approval takes extra time.
Within 30 seconds Included Within 15 seconds Setup +$72 – 360 Within 5 seconds Setup +$216 – 720
Timing details From invoice received to checked record ready, including queueing and retries. At least 95% of test invoices should meet the target, for invoices up to 3 pages with 1 in progress at a time. Confirm hardware and document limits with your provider.
Running-cost target How much do you want to spend per invoice?Select what your workflow can spend processing each invoice. This may affect the OCR, models and number of checks it uses.
Up to $0.08 Included Up to $0.05 Setup +$72 – 360 Up to $0.03 Setup +$216 – 720
Cost details Reference machine cost: $0.06 – 0.08 per invoice at 2000 invoices a month. Includes OCR, model calls, retries and allocated hosting, not human review, maintenance or integration subscriptions.
Your selected budget is a target, not a measured cost. Test it together with your accuracy and speed requirements; a lower budget may require different components.
Your environment Where do you want it to run?Choose where it runs and whether invoice documents or selected fields can be sent to external OCR and AI services.
Run it onMy cloud account My own computer or server AI model accessUse approved OCR and AI services Read files locally, use an approved AI model Keep all processing inside my environment
Data and access details Runs in your own cloud account. Whether any data leaves is decided by the model access option, not by where it runs.
Approved documents go to an OCR service; approved fields go to a named model. The guide running cost assumes this option.
The offline option uses files within your boundary, not external mailbox or finance connections. Agree data permissions, retention and access before deployment.
Interface How do you want to use it?Use your existing AI agent, a dedicated invoice agent or a review web page. You can choose more than one.
My existing AI agent Send invoices and retrieve checked records through MCP tools. Setup +$72 – 240 A dedicated invoice agent Use a separate agent to process invoices and explain review flags. Setup +$144 – 480 A review web page Upload files, inspect records and export or approve drafts. Included
Estimated setup price $720 – 2,160
This guide price is a starting point for your conversation with a provider. Agree the final scope and price directly with your provider.
Your requirements
Workflow Extract and check invoices
Accuracy Checked invoice records
Speed target 30 seconds / invoice
Cost target $0.08 / invoice
Environment My cloud account
Interface A review web page Per input invoice, including invoices that need review.
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