Accounts payable
Accounts payable software in Quebec, where AI prepares the invoice draft
In OKTO PSA, a supplier invoice received by email, as a PDF, a scan or a photo, is read by AI, which prepares a draft: supplier, date, lines, GST and QST. The totals are checked, and anything still doubtful is marked “To verify”. Nothing is approved without you. OKTO PSA does not replace your accounting.
What happens to a supplier invoice received by email?
It lands in the mailbox you designated for supplier invoices. OKTO PSA reads that mailbox every minute. Each PDF or image attachment becomes a draft invoice, read by AI, and nobody retypes the header or the lines. The draft waits for your approval.
It arrives by email
A PDF, a scan or a photo (PNG, JPEG, WebP or GIF) as an attachment, up to 4 MB. Other emails are ignored. An invoice forwarded by an employee works too: the supplier is recognized from the invoice, not from the sender.
AI reads it
The supplier, the number, the dates, the lines, the taxes and the total are read from the document. The instruction is to invent nothing: a value missing from the invoice stays empty.
Totals are checked
Subtotal plus taxes equals total, GST and QST consistent with each other. A check fails: the document is read again more closely, then whatever is still doubtful is marked To verify.
You decide
The draft can be corrected, approved or refused. Nothing becomes approved or paid on its own.
How are GST and QST checked?
On every reading, OKTO PSA cross-checks the amounts with simple rules that do not involve the AI. GST is 5% and QST is 9.975%. If the figures read do not add up, the field concerned is marked To verify rather than shown as certain.
The amounts
The subtotal plus taxes must equal the total, within two cents. An unreadable amount stays empty: it is not wrong, but nothing backs it up.
The taxes
GST does not exceed 5% of the base, and QST follows GST. An invoice where some lines are exempt is accounted for.
Numbers and dates
The supplier’s GST or QST number must have the format used by Revenu Québec or the CRA. A due date earlier than the invoice date, or an absurd one, is flagged.
Which suggestions does the AI add, and who accepts them?
On top of what is printed on the invoice, OKTO PSA suggests what it can infer from your own data: the supplier category, the expense account, the project, the purchase order and the due date. Each suggestion comes with its reason. You accept or refuse each one, and a refused suggestion does not come back. When nothing in your data supports it, nothing is suggested.
Category and expense account
Taken from this supplier’s past invoices, or from those in its category.
Project and purchase order
A project number or name, a site address or a purchase order number printed on the invoice is matched to your projects and orders.
Due date
When the invoice prints no date, the due date is suggested from the payment terms, for example Net 30.
Type it in by hand, or let the AI prepare the draft?
Typing by hand is nothing to be ashamed of, especially at five invoices a month. It gets expensive when the pile grows, and that is when a line goes wrong.
| Step | OKTOPSA | Manual entry |
|---|---|---|
| Receive the invoiceFrom the inbox to the file. | A connected Microsoft 365 mailbox, read every minute. | Open the email, save the attachment, open it again. |
| Enter the header and linesMost of the work. | Read from the document, for you to review. | Retyped, line by line. |
| Check totals and taxesWhere errors hide. | Checked on every reading: amounts, GST, QST, tax number. | By eye or with a calculator. |
| New supplierA record to build. | Record created as a draft, to validate before approving or paying. | A record to fill in by hand. |
| Category, project, due dateThe filing. | Suggested with their reason, which you accept or refuse. | Chosen from memory. |
| Decide to approveThe final say. | You. The draft approves nothing. | You. |
The right column describes manual entry, not any particular software.
From the mailbox to the approved invoice, in six steps
Connecting takes place once. After that, every invoice follows the same path.
- 01
Connect the mailbox
With Connect a mailbox, you enter the address where your suppliers send their invoices. It must exist in your Microsoft 365.
- 02
Receive
Your suppliers write to that address, or you forward an invoice to it. Only PDF and image attachments are kept.
- 03
Read
The AI reads the document and prepares the draft. Your emails are not marked as read: an Outlook label shows which ones have been handled.
- 04
Check
Amounts and taxes are cross-checked. Anything still doubtful carries the To verify label.
- 05
Accept or refuse
Category, expense account, project, purchase order, due date: each suggestion arrives with its reason.
- 06
Approve
When the draft is right and the supplier record is validated, you approve the invoice. It then follows its course through to payment.
What if the supplier is new?
OKTO PSA creates its record as a draft, using what is printed on the invoice: contact details, tax number, payment email when it appears. Until that record is validated, the supplier cannot be used to approve or pay an invoice.
Six fields to fill in
Payment email, company address, phone, main contact, tax number and category. The record is validated once all of them are filled in.
A permission of its own
Editing and validating supplier records is a separate permission. You give it to the person responsible, not to everyone.
Several categories
A supplier can have several. The supplier list can be filtered by category, and search finds a category too.
Does OKTO PSA replace my accounting?
No. OKTO PSA reads, checks and tracks supplier invoices, along with the project and the purchase order they belong to. Your books, your month-ends and your financial statements stay in your accounting software, with your accountant.
What it does
Receives the invoices, prepares the draft, checks the taxes, files by supplier, category and project, and keeps track of what is approved.
What it does not do
Keep your accounting books, produce your financial statements or replace your accountant.
How do you turn on Accounts payable?
It is an option of the Purchasing module. It stays off until an administrator turns it on.
Turn on the option
The administrator turns on Accounts payable in Settings. It relies on the Purchasing module.
Connect the mailbox
It takes Microsoft 365 connected to OKTO PSA, and the permission to manage mailboxes.
An AI provider
Reading goes through the AI provider configured in Settings. Without one, it does not start and entry stays manual.
Frequent questions
The questions we get asked
Your question is not here?
Write to us. A person in Trois-Rivières answers, within one business day.
Ask your questionEach PDF or image attachment of an email received in the supplier invoices mailbox becomes a draft invoice, read by AI: supplier, number, dates, lines, taxes and total. The mailbox is read every minute. You review the draft, accept or refuse the suggestions, then approve.
PDFs and PNG, JPEG, WebP and GIF images, up to 4 MB per attachment received by email. A scan or a photo can be read too. Other attachments and emails with no attachment are ignored.
Yes, by rules that do not use the AI. The subtotal plus taxes must equal the total within two cents, GST at 5% and QST at 9.975% must agree with each other, and the supplier’s tax number must have the right format. A field that fails is marked To verify.
No. The invoice is born as a draft. Reading suggests and applies nothing: the category, the project, the purchase order and the due date arrive with their reason, and you accept or refuse each one. Approval stays with a person.
OKTO PSA creates its record as a draft, using what is printed on the invoice. Until the record is validated, that supplier cannot be used to approve or pay an invoice. Six fields complete it: payment email, address, phone, main contact, tax number and category.
No. OKTO PSA does not keep your books and does not produce your financial statements. It receives, reads, checks and tracks supplier invoices with their project and purchase order. Your accountant keeps their software.
An address that exists in your Microsoft 365, connected to OKTO PSA. Reading does not mark your emails as read: an Outlook label shows the ones that have been handled.
Yes. The attachment is sent to the AI provider you configured in Settings to read the invoice. With no provider configured, nothing is read and entry stays manual. The data processing agreement names the subprocessors in place.
Show us the pile of your supplier invoices.
Bring three or four invoices, including a photo or a crooked scan. We look with you at what OKTO PSA reads well, what it marks To verify and what stays up to you. To see the path of a sale first, the interactive demo uses fictional data, and the page on invoicing with GST and QST shows the other side.
Microsoft 365 and Outlook are trademarks of their respective owners.