Eliminate manual data entry for invoices and expenses — extract, categorize, approve, and sync to accounting automatically.
Best for: Finance teams, controllers, operations managers at 10–200 person companies
These tools work in sequence — each one handling a specific layer of the workflow.
AI extraction and coding of invoices
Approval workflows and PO matching
Sync approved invoices to your GL
Specific, executable steps you can start today.
Count invoices processed per month. Under 100/month: Stampli alone suffices. Over 100/month: add Vic.ai for AI extraction. Over 500/month: evaluate enterprise tier for both.
Import your chart of accounts and vendor master list. Vic.ai learns your coding patterns — the more invoices you feed it, the smarter it gets. Plan for a 4-week learning period.
Configure approval routing: under $500 (auto-approve), $500–5000 (department head), over $5000 (CFO). Add PO matching rules for any PO-based purchases.
Point your AP inbox (e.g., ap@company.com) to Vic.ai. It ingests PDFs, email body invoices, and scanned documents automatically. No manual upload needed.
Use Vic.ai or Stampli's native QuickBooks integration to push approved, coded invoices directly to your GL. Set sync frequency (real-time or nightly batch).
Process invoices manually and with AI in parallel for the first month. Compare GL coding accuracy. Fix any systematic errors in your coding rules before going fully automated.
80%+ reduction in manual data entry, 3-day faster month-end close
4–6 weeks to full automation
$400–900/month (Vic.ai + Stampli)
Intermediate
Common failure points teams hit when implementing this workflow.
Vic.ai's AI coding accuracy starts at 60–70% and improves to 90%+ over 3–6 months. Don't go fully hands-off during the learning period — review every exception.
Vendor master mismatches cause duplicate vendor records. Deduplicate your vendor master before onboarding — this is painful to fix post-launch.
Approval workflow bottlenecks can actually slow payments down if approvers aren't trained. Run a 30-minute training session for all approvers before go-live.
Read our honest buying guide before committing to any tool in this stack.