Requests with no owner
Purchase requests arrive by email, WhatsApp and hallway conversations, with no record of who approved what, or against which budget.
AI procurement and purchase-to-pay
Purchase order, goods received, invoice: matched automatically, with the exact mismatch shown.
Ipcosys runs purchase requests, approvals, vendor onboarding and invoice matching in one flow, so mid-size companies stop buying by email and paying from spreadsheets.
- Tolerances you set
- Every exception reaches a person
- Approvals leave a record
Purchase orderPO-2291Approved by plant head
Hex nuts M12Qty 100Rate ₹6.20
Steel bolts M12 x 50Qty 100Rate ₹42.00
Spring washers M12Qty 200Rate ₹1.80
Total incl. 18% GST₹6,112.40
Goods receiptGRN-4471Counted at stores, gate 2
Hex nuts M12Qty 100Rate -
Steel bolts M12 x 50Qty 98Rate -
Spring washers M12Qty 200Rate -
Lines received3 of 3
Vendor invoiceINV-0871Read from PDF, 14 fields extracted
Hex nuts M12Qty 100Rate ₹6.20
Steel bolts M12 x 50Qty 100Rate ₹43.50
Spring washers M12Qty 200Rate ₹1.80
Total incl. 18% GST₹6,289.40
Variance on line 2: received 98, billed 100 · rate +3.6% over PO
Routed to buyer for decision Payment held
Lines 1 and 3 matched₹177.00 above PO value
One purchase, six records
Every step leaves a document, and every document points to the one before it. That is how a variance found at the invoice can be traced back to the exact count at the gate.
- RequestPR-1184Raised by stores
- Approval2 of 2Dept head, plant head
- OrderPO-2291Sent to vendor
- ReceiptGRN-447198 of 100 counted
- InvoiceINV-0871Billed for 100
- PaymentHeldWaiting on buyer
Where money leaks today
Most purchase-to-pay problems start before anyone looks at an invoice.
Mid-size companies rarely lose money to one big mistake. They lose it to a hundred small purchases nobody can trace.
Invoices paid on trust
Invoices are paid without checking what was actually received, so short deliveries and rate changes go straight to the bank.
Spend nobody can see
Nobody can say what the company spends with any one vendor, because the answer is spread across inboxes, the ERP and three spreadsheets.
How Ipcosys works
Four steps. One record from request to payment.
- 01
Request
Employees raise purchase requests in one place, on a form that asks the right questions for the category.
Budget remaining shown before submit - 02
Approve
Each request routes to the right approver by amount, category and department, with delegation when someone is away.
Who approved, when, and under which rule - 03
Match
The purchase order, goods receipt and vendor invoice are compared line by line, against tolerances you set.
Quantity, rate and tax checked per line - 04
Pay
Clean matches are scheduled by due date. Variances are held and routed to a person with the exact difference.
Nothing unmatched reaches a payment run
What the AI does
It does the reading and the checking. People make the calls.
The AI turns documents into fields and fields into findings. Thresholds and tolerances stay in your hands, and anything it is unsure of goes to a person.
Invoice reading
PDFs, scans and email attachments become structured fields, ready for matching. Header, lines and tax, with a confidence score on each.
Variance detection
Quantity, rate and tax compared on every line, with the exact line and difference shown.
Duplicate invoices, caught
Same vendor, near-identical number, same amount. Blocked before it enters a payment run.
Price creep and concentration
Unit rates tracked against contract across months, and the share of each category held by one vendor.
You stay in control
Approval thresholds and matching tolerances are set by you. The AI never approves an exception, and exceptions always reach a person.
Rules you write
Tolerance is a business decision, not a software default.
A 0.5% weight difference on steel coil is normal. A 0.5% rate increase on a fixed contract is not. Ipcosys lets you set tolerances by category and vendor, and decide who hears about each kind of variance.
Example configuration
| Category | Quantity | Rate | Routed to |
|---|---|---|---|
| Fasteners and consumables | 0 over received | ±1.0% | Buyer |
| Steel coil and raw material | ±0.5% by weight | ±0.5% | Buyer, then plant head |
| Annual maintenance services | Two-way, no receipt | Exact | Department owner |
| Capital equipment | Exact | Exact | Finance controller |
Up to ₹50,000Department head
₹50,001 to ₹5,00,000+ Finance controller
Above ₹5,00,000+ CFO
Built for two kinds of buyers
The people who buy, and the people who pay.
Procurement teams
One queue replaces approval emails. Vendors are verified before the first order, and invoices that do not match come to you with the difference already worked out.
- Requests routed without chasing
- Contract rates carried onto every PO
- Variances decided in one click, with a record
Finance and operations leaders
Spend is committed only through approved orders, paid only after it matches, and visible by vendor, category and department at any time.
- Segregation of duties from request to payment
- Committed spend against budget, not just actuals
- MSME due dates tracked on every invoice
Every purchaserequested, approved and recorded
Every invoicematched before payment
Every vendorvisible in one spend view
An audit trail that writes itself
Every approval, change and payment decision is recorded against the document it touched. Records are appended, never edited.
- 09:12PR-1184 raised by stores for 3 lines, cost centre Plant 2 maintenance
- 10:40Approved by department head under rule "Consumables up to ₹50,000"
- 11:05PO-2291 issued to Northfield Fasteners at contract rates
- Day 6GRN-4471 posted: 98 of 100 bolts counted at gate 2
- Day 7INV-0871 read from PDF, matched, variance on line 2, payment held
Live one department at a time
Vendor and item masters are imported, your approval rules and tolerances are configured, and Ipcosys runs alongside your current process before anything is switched over.
- Vendor and item master import
- Approval rules and tolerances configured
- Parallel run alongside current process
- Go-live by department
Try the match
Change the invoice quantity.
Watch the match break.
One line from a real kind of order: 100 steel bolts at ₹42.00. Edit what stores received or what the vendor billed, and see what your buyer would see.
Purchase order
Steel bolts M12 x 50
- Ordered
- 100
- Rate
- ₹42.00
Fixed, approved last week
Goods receipt
Steel bolts M12 x 50
Edit me
Vendor invoice
Steel bolts M12 x 50
₹
Matched within tolerance
Released to the next payment run · ₹4,200.00
Decision pending
Put every invoice through this check before a rupee leaves.
Tolerances are yours to set. Clean matches go to payment on their own, and every exception lands with a person, with the difference already worked out.