Customer story · Retail
A retail customer
Accounts-payable automation for a retail customer
Supplier invoice annexes go from the finance mailbox to the invoice ledger, checked against contract terms, with missing information requested automatically.
Executive summary
The situation
PDF annexes in the finance mailbox needed field reading, contract and GL mapping, terms validation and follow-up where information was missing. Extraction alone could not establish readiness to book.
What was built
Email intake feeds AI field reading, reference exchange rates where relevant and configurable rules. Valid structured results enter the ledger; incomplete annexes trigger information requests. Finance has a dashboard and read-only assistant.
Why it matters
Designed to reduce repetitive intake and checking without treating extraction as posting permission. Contract terms and configured tolerances govern the route to the ledger.
- Primary users
- Accounts-payable staff
- Core systems/data
- Mailbox PDFs, contracts, GL mappings and ledger
- Human control point
- Terms and tolerances govern booking
- Nexus role
- Intake, extraction, validation and ledger workflow
The challenge
Annexes arriving by email, checked by hand.
An annex in the finance mailbox starts several tasks: reading fields, finding the contract and GL account, checking terms and, where relevant, adding a reference exchange rate. A readable PDF is not automatically ready to book.
Incomplete documents create a further branch because missing information is needed before processing can continue. The customer needed reading to sit inside a controlled route to the ledger, with contract validation kept distinct from extraction.
What we built
From mailbox to ledger.
Nexus ingests PDF annexes directly from the finance mailbox and uses AI to read their fields. Where relevant, an official or reference exchange rate enriches the data. Configurable rules assign contracts and GL accounts, then validate the result against contract terms and tolerances. Reading and checking remain distinct responsibilities.
Valid structured results enter the invoice ledger. Incomplete annexes trigger requests for missing information rather than proceeding as though the document were complete. An operational dashboard shows the work, while a reporting assistant lets finance ask questions without changing the ledger. Its access is read-only.
How the workflow runs
Step by step.
01
Ingest from email
Annex PDFs are collected from the finance mailbox. AI extracts the document fields.
02
Enrich
A reference exchange rate is added where relevant. Rules assign the contract and GL account.
03
Validate
Values are checked against contract terms and tolerances. Valid annexes are booked; incomplete ones trigger a request for missing information.
What the business team sees
An operational view of payables.
The dashboard presents the operational path of an annex: received, mapped, checked, awaiting information or booked. Contract and GL mapping sit beside validation in business terms. The assistant provides another way to explore the records, but describing an annex does not give it authority to post one.
- Annexes received
- Contract and GL mapping
- Validation against terms
- Missing-information requests
- Read-only reporting assistant
How Nexus works underneath
AI reads. Contract rules govern the ledger.
Nexus connects mailbox ingestion, field extraction, exchange-rate enrichment, mapping and validation. Contract terms and configured tolerances form the booking boundary. Reading a PDF, describing a record and posting to the ledger are different actions, with the reporting assistant restricted to the information role.
Architecture
How the layers fit together.
Business team
Finance dashboard and assistant
Annexes · validation · requests · reporting
Nexus orchestration
- 01Mailbox ingestion
- 02AI field reading
- 03Exchange-rate enrichment
- 04Contract / GL mapping
- 05Terms validation
- 06Ledger booking
Connected systems and data
- Finance mailbox
- Contract data
- Invoice ledger
- Reference exchange rates
Human control and audit
Rules decide what gets booked.
AI reads the document, but booking depends on rule-based validation against contract terms. Annexes that do not pass are held and followed up, not posted.
What this changes
Intake feeds the checks. Annexes move into extraction and validation without a separate manual download.
Terms remain explicit. Mappings and tolerances give finance a defined basis for validation.
Incomplete documents take another route. Information requests can help keep unfinished annexes out of booking.
Your process
Discuss a similar workflow
Tell us about the documents, systems and decisions involved. We will discuss where Nexus orchestration fits and where your team stays in control.