Accounts payable
Bills that code themselves.
A bill arrives at your inbox address, Eternify Assistant reads it, matches the vendor and codes it, and a named approver signs it off. Payment runs wait for a second person when the amount calls for one.
- Bill inboxOne address per company, with extraction.
- Vendor checksLook-alike names and duplicate bills flagged.
- Coding by an agentAccount, department and project, with the reason.
- Purchase ordersGoods receipts and three-way match.
What you get
Read, matched, coded
Each company has its own bill inbox address. A bill that lands there is read, matched to a vendor and coded, with the reason shown beside every proposed line.
Checked before it is paid
Look-alike vendors, duplicate bills and three-way mismatches are flagged before approval, not found in the next audit.
Two people for the money
Approvals route by amount and role, payment runs respect spend limits, and a change to a vendor's bank details needs two people.
How it works
From inbox to payment run.
Pick a step to see it. The panel stays beside you while you read.
Every company has a bill inbox address. A PDF or an email body is read, and the vendor, number, date, subtotal, tax and total are pulled out and shown for checking against the document.
- One inbox address per company
- Fields shown beside the source PDF
- HST checked against the subtotal
Bill received at bills@harbourline.ca
| Field | Extracted | Check |
|---|---|---|
| Vendor | Brant Industrial Supply | Matched |
| Bill number | 55812 | New |
| Subtotal | 3,420.00 | Matches lines |
| HST 13% | 444.60 | Correct |
| Total | 3,864.60 | Foots |
A new vendor whose name sits close to an existing one is held for a person to look at. A bill with the same vendor, number or amount as an earlier one is flagged before it can be approved twice.
- Look-alike name checks
- Duplicates by number and amount
- A person clears each flag
Bill inbox, 3 to review
Eternify Assistant proposes the account, department and project from the vendor's history and the bill's lines. You see why it chose them, and a person approves before the bill posts.
- Account, department and project proposed
- Reason shown on every line
- Nothing posts without approval
Why was bill 55812 coded to 5120 Materials?
Read bill 55812 lines ok
Read coding history for Brant Industrial Supply ok
The last six bills from Brant Industrial Supply were coded to 5120 Materials, and the lines on this one are pallet racking bolts. I proposed 5120 for the Fabrication project. Dev Patel approves before it posts.
Three-way matching compares what was ordered, what was received and what was billed. A line that agrees passes. A line that does not is held with the difference shown.
- Purchase orders and goods receipts
- Quantity and price tolerance
- Mismatches held with the gap shown
PO-1187 against bill 55812
| Line | Ordered | Received | Billed | Result |
|---|---|---|---|---|
| Pallet racking bolts | 200 | 200 | 200 | Matched |
| Stretch wrap | 50 | 48 | 50 | Held, 2 not received |
A bill goes to the budget owner, and larger amounts add a controller or a finance lead. The rules are yours, and the person who coded a bill is never the one who approves it.
- Routes by amount, role and entity
- Separation of duties enforced
- Every approval attributed
Bill 55812, 3,864.60
- Coded by Eternify AssistantProposal with reasons attachedDone
- Budget ownerDev Patel approved, under 5,000.00Done
- Ready for paymentDue 7 Nov 2026, net 30Info
A payment run gathers the bills due and checks them against a spend limit. A run over the amount you set needs a second approver before anything is released to the bank.
- Spend limit per run and per user
- Second approver above a threshold
- Run contents frozen once approved
Payment run PR-0087, 8,159.00, limit 25,000.00
Changing where a vendor is paid is the most common route for payment fraud. A change is entered by one person, verified by a call to a known number, and approved by a second before it applies.
- Entered and approved by different people
- Call-back verification recorded
- Old details kept in the log
Maple Ridge Packaging, bank details
- Change requestedEntered by Priya Nair from a vendor emailDone
- Verified by call-backNumber on file, not the one in the emailDone
- Second approvalWaits for Marc TremblayWaiting
Payments to contractors and subcontractors are tagged as they are made, so the year-end amounts for T4A and T5018 are already summed by payee when you need them.
- Payee totals tagged as you pay
- T4A and T5018 feed
- Reconciled to the payments made
Year-end payee totals, 2026
| Payee | Slip | Paid |
|---|---|---|
| Summit Drywall Ltd. | T5018 | 48,300.00 |
| Dana Ortiz | T4A | 12,750.00 |
| Total | 61,050.00 |
Bill received at bills@harbourline.ca
| Field | Extracted | Check |
|---|---|---|
| Vendor | Brant Industrial Supply | Matched |
| Bill number | 55812 | New |
| Subtotal | 3,420.00 | Matches lines |
| HST 13% | 444.60 | Correct |
| Total | 3,864.60 | Foots |
Bill inbox, 3 to review
Why was bill 55812 coded to 5120 Materials?
Read bill 55812 lines ok
Read coding history for Brant Industrial Supply ok
The last six bills from Brant Industrial Supply were coded to 5120 Materials, and the lines on this one are pallet racking bolts. I proposed 5120 for the Fabrication project. Dev Patel approves before it posts.
PO-1187 against bill 55812
| Line | Ordered | Received | Billed | Result |
|---|---|---|---|---|
| Pallet racking bolts | 200 | 200 | 200 | Matched |
| Stretch wrap | 50 | 48 | 50 | Held, 2 not received |
Bill 55812, 3,864.60
- Coded by Eternify AssistantProposal with reasons attachedDone
- Budget ownerDev Patel approved, under 5,000.00Done
- Ready for paymentDue 7 Nov 2026, net 30Info
Payment run PR-0087, 8,159.00, limit 25,000.00
Maple Ridge Packaging, bank details
- Change requestedEntered by Priya Nair from a vendor emailDone
- Verified by call-backNumber on file, not the one in the emailDone
- Second approvalWaits for Marc TremblayWaiting
Year-end payee totals, 2026
| Payee | Slip | Paid |
|---|---|---|
| Summit Drywall Ltd. | T5018 | 48,300.00 |
| Dana Ortiz | T4A | 12,750.00 |
| Total | 61,050.00 |
Architecture
Every bill takes the same road.
Intake, checks, approval and payment are one chain on one record. The control points sit where the money moves, and each is logged with a name.
Intake
- Bill inbox address
- Extraction
- Vendor match and look-alike check
- Duplicate detection
Control
- Coding by an agent
- Purchase orders and receipts
- Three-way match
- Approval by amount and role
Payment
- Payment runs with limits
- Second approver
- Verified vendor banking
- General ledger
Capabilities
The whole payables desk.
Bill inbox
One address per company, with extraction.
Vendor checks
Look-alike names and duplicate bills flagged.
Coding by an agent
Account, department and project, with the reason.
Purchase orders
Goods receipts and three-way match.
Approval routing
By amount and role, with separation of duties.
Payment runs
Spend limits and a second approver.
Vendor portal
Vendors see bill status and update their details.
Vendor credits
Applied against open bills.
Card receipts and expense claims
Receipts matched to card lines, claims approved by a manager.
Keep going with the rest.
Reconciliation
Bank, card and Stripe matched continuously.
Learn moreControls and approvals
The agent proposes, people approve.
Learn moreClose management
A checklist built from the work itself.
Learn more
Questions
Questions, answered.
How does three-way matching work?
Three-way matching compares the purchase order, the goods receipt and the vendor's bill. If the quantities and prices agree within your tolerance, the bill passes. If not, it is held with the difference shown, so you pay for what you received and ordered.
How do you prevent duplicate vendor payments?
Each bill is checked against earlier ones by vendor, number and amount before it can be approved, and a look-alike vendor name is held for a person to review. Payment runs also freeze their contents once approved.
Who approves a change to a vendor's bank account?
Two people. One enters the change, a call to a number already on file verifies it, and a second person approves it. The old details stay in the audit log.
Can an agent approve or pay a bill?
No. Eternify Assistant reads, matches and codes. A named person approves each bill, and a payment run above your threshold needs a second approver before it is released.
Does accounts payable cover T4A and T5018 slips?
Payments to contractors and subcontractors are tagged as you make them, so the year-end totals by payee are ready to feed T4A and T5018 reporting.
Forward us a real bill.
Send one of your own and we show it read, matched, coded and routed to an approver on a call.