Skip to content
Accounts Payable

Auto-Code PO and Non-PO Invoices with Stampli's Billy the Bot

View source

What the source describes

Stampli's blog walks through how its AI assistant, Billy the Bot, extracts invoice data and then codes it. For PO invoices Billy associates the purchase order, pulls GL codes and matches invoice details to the PO, flagging discrepancies; for non-PO invoices it identifies cost center and expense type and flags details it needs clarified, then learns to suggest the right approver over time.

See also our roundup of AI for invoice processing for how Stampli fits by invoice volume.

Result or outcome

According to the source, Billy forwards matching invoices for approval and flags mismatches for the AP team, and after processing a few invoices it begins recommending the appropriate approver based on the learned workflow.

How to run it

  1. Connect Stampli to the client's ERP or accounting software so Billy can sync GL codes, vendor IDs and purchase orders.
  2. Send invoices into Stampli and let Billy capture vendor, invoice number, date, line items, taxes and total due.
  3. For PO invoices, review the PO Billy associated and any discrepancies it flagged from matching invoice details to the PO.
  4. For non-PO invoices, check the cost center and expense type Billy assigned and answer any detail it flagged for clarification.
  5. Run the prompt on this page against tricky invoices and their POs to list variances, then confirm Billy's suggested approver before forwarding.

Try it yourself

Copyable prompt

Act as an AP reviewer for [company name]. I will paste an invoice and, if one exists, the matching purchase order and receiving record. If there is a PO, compare vendor, item descriptions, quantities, unit prices and totals line by line and list every variance with the dollar difference. If there is no PO, suggest a GL account and cost center for each line using this chart of accounts: [paste accounts], and explain your reasoning in one sentence each. Then recommend who should approve it based on these rules: [paste approval rules]. Mark anything you are unsure about as NEEDS REVIEW. Invoice: [paste]. PO: [paste or none].

Replace the [bracketed] placeholders. Remove client names, account numbers, and personal data before pasting into any AI tool.

What to review

Stampli itself says automation does not replace human judgment, so check flagged PO variances line by line against the receiving record before approving. On non-PO invoices, confirm the suggested GL account and cost center match the client's chart of accounts. Make sure the recommended approver follows the client's approval policy, especially in the first weeks while Billy is still learning the workflow.

Related free download: 50 AI Prompts for Bookkeepers (Prompt pack (PDF))

Source: Stampli Blog (vendor article)

See also

Not professional advice. This is general information, not accounting, tax, legal or financial advice. Check AI output yourself and consult a licensed professional for your situation. See our Terms of Use.

This entry summarizes a public source. Features, plans, and availability change, so confirm details with the vendor. Tool names are trademarks of their respective owners.

Related workflows

  • Accounts Payable

    Three-Way Match: POs, Receipts and Invoices

    Microsoft Learn describes three-way matching as checking the price on a vendor invoice against the purchase order and the quantity on the invoice against the product receipts, with any difference outside a set tolerance flagged as a matching discrepancy. Its example is an invoice billed at 1.10 per unit against a PO price of 1.00 under a 5 percent price tolerance, which fails the match. The Claude Help Center says Claude can run code on uploaded CSV and other data files and create Excel spreadsheets with working formulas that you download from the conversation.

    Claude, Microsoft Excel

    Microsoft Learn (Accounts payable invoice matching overview)
  • Accounts Payable

    Route Bills to the Right Approver with Tipalti's Bill Approvers Agent

    Tipalti's finance AI page describes a set of AP agents, including a Bill Approvers Agent that predicts and recommends the right approver, an Invoice Capture Agent, a PO Matching Agent, a Tax Form Scan Agent for W-9 data and a Duplicate Bill Detection Agent. The page says AI learns from past activity to recommend approval paths, works within existing role-based permissions, and that AI outputs may be inaccurate so users should review important outputs.

    Tipalti, Tipalti AI Assistant +1

    Tipalti (vendor product page)
  • Accounts Payable

    Scale Multi-Client AP with Vic.ai Autopilot Invoice Coding

    Vic.ai's case study describes Countsy, an outsourced accounting firm for startups, which Vic.ai says processes up to 3,500 invoices a month across hundreds of clients on NetSuite, Bill.com and Expensify. Countsy adopted Vic.ai to automate invoice ingestion, coding and approval workflows, shifting accountants from manual entry to AI-assisted review, with the AI predicting GL dimensions such as cost account, department and location.

    Vic.ai, NetSuite +2

    Vic.ai Case Study
  • Accounts Payable

    Create Draft Bills from Emailed Invoices with Sage Intacct AP Automation

    Sage Intacct's help documentation explains that when a bill is emailed or uploaded, AP Automation uses Sage Network AI to identify the vendor, extract names, dates, addresses and line items, code GL account, location and department, and create a draft transaction ready to review and post. It also detects and flags duplicates, and its machine learning learns both from collective Sage Network activity and from each company's own corrections.

    Sage Intacct, Sage Intacct AP Automation +1

    Sage Intacct Help Center

Bills and receipts from this AP workflow fit in the Small Business Bookkeeping Spreadsheet Bundle, available on our sister store.