500+
Invoices/month automated
20 hrs
Hours saved per week
30 days
Implementation time
Zero
AP errors after launch
The Challenge
A 20-person accounting firm had one employee spending 20+ hours each week manually entering invoices into QuickBooks. The process was error-prone, vendor payments were delayed, and the business had no visibility into duplicate invoices until they showed up twice on the books. The controller wanted to automate but didn't know where to start.
What We Did
- Connected to the firm's existing AP email inbox — no new address or process change for vendors
- Built an AI extraction pipeline to pull vendor, amount, line items, PO number, and payment terms from each invoice
- Implemented duplicate detection against 2 years of historical AP data
- Integrated directly with QuickBooks for automatic posting of approved invoices
- Set up an exception queue for invoices that couldn't be auto-processed, with clear flags explaining why
- Completed full implementation in under 30 days
The Outcome
The firm went from 20 hours of manual AP entry per week to near-zero. The employee who handled AP now focuses on higher-value reconciliation work. Invoice processing time dropped from 2–3 days to under 60 seconds. In the first 60 days, the system caught 3 duplicate invoices totaling $4,200.
Makna Tech took our AP process from a 20-hour-a-week nightmare to something that just runs. The invoices hit our inbox, get processed, and land in QuickBooks — without anyone touching them. I still can't believe it works that well.
Sarah M.
Controller · Accounting Firm, Texas
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