Invoice & Bill-Pay Engine
An AP pipeline that ingests invoices from email and vendor portals, classifies the vendor, predicts the GL code, suggests payment-batch timing, detects duplicates and anomalies, and posts to the ledger of record with audit trail.
- Engagement
- 6–10 week build · year-round operation
- Built for
- Controllers · AP teams · Operations directors
The family office pays hundreds of invoices a month — vendor management fees, household-staff payroll-adjacent, property maintenance, professional services, charitable. The AP workflow is manual, the GL-coding is by hand, the duplicate-invoice fraud risk is non-zero, and the controller spends real hours on it weekly.
What this is
An AP automation engagement built around the family office's specific transaction profile. Four layers:
- Intake. Email-attachment, vendor-portal pulling (for vendors with portal-based invoicing), file-upload for one-offs. Per-vendor templates where the volume justifies, OCR-and-extract otherwise.
- Classification and coding. Vendor identification, GL-code prediction, multi-entity allocation suggestion, payment-batch timing recommendation. All controller-reviewable.
- Duplicate and anomaly detection. Standard duplicate patterns plus services-already-delivered pattern. Flags routed to controller; never auto-paid.
- Payment execution and posting. Integration with the FO's bank or payment provider for execution, structured posting to the ledger with audit trail.
How it's built
Document AI for extraction, classification model trained on the FO's historical AP, rule engine for the multi-entity allocation logic. Integrations into the FO's bank ACH platform, AtlasFive / Sage / QuickBooks for ledger posting. Audit trail in append-only event log.
What you get
- The AP intake and processing pipeline.
- The vendor-classification and GL-coding models.
- The duplicate-and-anomaly detection layer.
- The controller review UI with approval workflow.
- The payment-execution integration.
Engagement is shape, not list.
Length and price are functions of the data and the destination. The shape below is the typical engagement.
- Length
- 6–10 week build · year-round operation
- Lead
- Bogdan
- Cadence
- Async, weekly
- Bar
- Production
Scoped during the discovery call against the actual data and the operation it integrates with.
Principal engineer. Architecture and most code ships through one keyboard.
Written updates between, calls when the decision needs the room.
Async correctness, capacity under burst, observability at every boundary.
Products this composes with.
Same suite, or vertical-specialized versions in another.
- Same suite · Family Office Suite
Statement & Capital-Call Ingestion Engine
A document-AI pipeline that ingests the year-round financial document corpus — statements, capital-call notices, distribution notices, trade confirms — extracts the relevant fields, classifies the transaction, and posts to the ledger of record with confidence-graded review queue.
- Same suite · Family Office Suite
Multi-Entity Consolidation Platform
A consolidation platform that ETLs from each entity's source-of-record system, normalizes to a unified chart of accounts, handles FX and intercompany eliminations, surfaces per-family-member and per-asset-type views, and enforces privacy partitions where the structure requires them.
What buyers ask about this one.
Why an FO-specific AP product instead of standard AP tools?
Standard AP tools (Bill.com, Tipalti) are built for the typical-business AP profile. FO AP has different shape: more entities, more household-and-property vendors that don't fit standard B2B categorization, more sensitivity to private-vendor relationships, more requirement for audit trail per family member's expense allocation. The product is built for that shape.
How does duplicate detection work?
Two layers. The first catches the obvious — same vendor, same amount, same date range, slightly different reference numbers (a common fraud pattern). The second catches the subtler case — invoice for services-already-delivered, matched against the property-service contract or staff-employment record. The duplicate flag goes to the controller for review, never auto-paid.
What's the GL-coding model?
Trained on the FO's historical AP data — vendor-to-GL-code patterns the team has used for years. Where the FO has thin history (new family member's household, recently acquired property), the model leans on category-similarity from similar FO deployments. Coding stays controller-reviewable.
Can it handle the multi-entity allocation?
Yes — for invoices that should split across entities (e.g., a property expense that allocates between the trust that owns the property and the family-member trust that uses it), the engine suggests the split based on historical patterns and configurable rules. Controller confirms before posting.
Pricing?
Scoped to invoice volume and entity complexity. Discovery call covers both.
If the deliverable matches the gap, the next step is one call.
We'll scope length and price against your data and the operation it integrates with. No retainer, no fishing.
Bogdan and team · async-first · OP—2026