The full walkthrough
The AP recovery process, from historical loss to prevention.
Here's how the AP recovery process works in Invogi: how it detects duplicate invoices and payments, what your team reviews, how confirmed losses become managed recoveries, and when to connect live decisions. No ERP replacement at any step.
No card required · results in minutes · up to 500 invoice records free
Four stages
Audit. Review. Recover. Control.
AP recovery audit
A free, one-time audit of your existing AP export, or straight from Xero or QuickBooks Online. Nothing to install.
Review exceptions
Your team validates, dismisses, or accepts risk on every exception — no black-box scores.
Manage recovery
Own the supplier claim, track what comes back, and report only cash received or credit actually applied.
Monitor, then automate
Forward invoices from your AP mailbox or keep running recurring CSV/XLSX audits, then add the included API or an ERP connection when you need deeper automation.
Step 1
Run a historical AP recovery audit
Upload a CSV/XLSX export of your AP transactions and confirm the column mapping, or connect Xero or QuickBooks Online read-only for a one-time audit of your recent bills. We analyze it for duplicate and anomalous invoices, plus any configured rules your data supports — with no ERP integration to set up or maintain.
Upload
Bring your existing AP export — supplier, invoice number, amount, and date are all we require.
Confirm mapping
We infer your columns; you confirm before anything is analyzed.
Analyze
Exact and fuzzy duplicate detection, supplier amount/frequency anomalies, and more, in minutes.
Step 2
Resolve exceptions with your team
Every exception includes supporting evidence, not a bare score. Confirm it, mark it a false positive, or accept the risk — Invogi stores that review history and reports false-positive trends. Then export a quantified exposure report for your CFO.
Confirmed duplicate
A near-exact match to a previously paid invoice. High confidence, clear evidence trail.
Needs a second look
An anomaly worth checking — an amount or frequency that breaks from a supplier's normal pattern.
Clean, no action
No duplicate match, no anomaly, nothing to review. Stays out of your team's queue.
Invoices and value analyzed, potential duplicate exposure, anomaly counts by type, confirmed vs. false-positive exceptions, and estimated exposure by confidence — a quantified number, with evidence behind it.
Step 3
Turn confirmed losses into owned recovery cases
When money is still owed, open a recovery case with the evidence already attached. Assign an owner and due date, prepare the supplier claim, record replies, and follow the case through refund, applied credit, agreed offset, partial recovery, or documented closure.
Claim with evidence
Prepare a claim, follow-up, or final reminder using the relevant invoice and payment references. Your team reviews and sends it from its own email; Invogi never contacts suppliers automatically.
Confirm what came back
Record cash refunds, credit notes, or offsets. Possible matches from imported payment history, Xero, or QuickBooks Online require a person to confirm them.
Report verified value
Cash counts when received; credits and offsets count when applied against a bill. Promises and unused credits remain recovery in progress, and reversals reduce the verified total.
Duplicate detection
How to detect duplicate invoices before they're paid
Invogi compares every invoice with the same supplier's history using deterministic rules, so each flag can be explained and reproduced — in a historical AP Recovery Audit and before payment in the Invoice Firewall.
Exact duplicates
Same supplier, same invoice number, same currency and amount. Differences in case or spacing in the invoice number don't hide the match.
Near-duplicates
A similar invoice number (for example, one digit changed), a nearly identical amount, and an issue date close to an earlier invoice — shown side by side with the original.
Duplicate payments
Imported payments to the same supplier for the same amount within 30 days, without distinct invoices behind them, are flagged even after the money has left.
Step 4
Send invoices by email or connect the Invoice Firewall
A subscription does not require a systems project. Forward invoice attachments from your AP mailbox to a private Invogi address, or continue with recurring CSV/XLSX audits. When you need deeper automation, connect the included API or an ERP integration. Every new invoice gets a PASS, REVIEW, or BLOCK decision before it's paid — deterministic and reproducible against the exact engine and policy version that made it.
Your AP mailbox can be the integration
Keep the address suppliers already use. A Gmail, Outlook, or other mailbox rule can forward supported invoice attachments to Invogi automatically, and the integrations page shows what was received and analyzed.
PASS, REVIEW, and BLOCK are produced by deterministic rules and explicitly approved statistical models — never by a language model. BLOCK is advisory unless your integration chooses to enforce it.
Beyond step 4
Expand coverage as your program matures
PO tolerance checks
Price, quantity, and total variance against a purchase order.
Bank-account change detection
New or changed supplier bank details flagged before a wire goes out.
Versioned e-invoice rule checks
Check XRechnung, Peppol BIS, and EN 16931 invoices with the official reference validators and KSeF invoices against the official FA(3) schema, with the validator version recorded on every result.
Invogi is a control layer that sits in front of your existing AP process — it never replaces your ERP, approval workflow, or payment execution.
See it on your own data
Start with a free AP recovery audit.
Upload a CSV or XLSX export, or connect Xero or QuickBooks Online read-only, and review likely duplicate payments and recoverable exposure with evidence in minutes.