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The product

One engine, from inbox to ledger

01Capture

Every email becomes a record

The AI reads email bodies and attachments as they arrive, whatever the layout, and turns each invoice into structured data.

From: accounts@pinecrest-maintenance.example

Invoice PM-1190 for September works

1 attachment: PM-1190.pdf

Pinecrest Maintenance

Tax invoice

Invoice no.
PM-1190
Due date
28 Oct 2026
PO number
PO-44817
Job no.
blank
  • Boiler service visits£2,220.00
  • Emergency call-outs£1,443.00
  • Parts and materials£1,550.00
  • Waste disposal£906.72
  • VAT at 20%£1,223.94
  • Total due£7,343.66

Extracted record

Demo workspace
  1. Supplier Pinecrest Maintenance 99%
  2. Invoice number PM-1190 99%
  3. Amount £7,343.66 98%
  4. Due date 28 Oct 2026 97%
  5. PO number PO-44817 95%
  6. Job number Not on the invoice J-558, from the PO
Illustration of an extraction. The job number isn't on the invoice, so it's looked up from the purchase order.
  • Extracts supplier, invoice number, amount, due date, PO number and job number
  • Sorts every invoice into upcoming, due soon or overdue
  • Classifies mail as vendor, payment, quote, reimbursement, client escalation or internal
  • Sends legal notices straight to your finance director
  • Gives each field a confidence score and sends uncertain ones to a person

02Payables

Four sources, one answer

An invoice is only safe to pay when what the supplier sent, what was approved, what work was done and what your ledger says all agree. NexaSI checks all four.

  1. InboxWhat the supplier sent
  2. Approval toolWhat was approved
  3. Job systemWhat work was done
  4. Ledger and bankWhat was recorded and paid
  • “Never pay the same invoice twice.”

    The check: Supplier, invoice number and amount compared with every bill already paid in your ledger, then with the bank feed.

    What it found: PM-1190 held. £7,343.66 was paid on 12 Sep.

  • “Only pay what was approved.”

    The check: The amount on the invoice compared with the amount in the approval email.

    What it found: PM-1190 differs from its approval by £243.66.

  • “No bill without a purchase order.”

    The check: The PO number read from each invoice and looked up in your approval tool.

    What it found: Halden Logistics: 3 POs missing. Reply drafted.

Payments bank-verified

67%

1,931 of 2,877 payments

Unverified value

£412,800

awaiting bank confirmation

Clean vendors

125 / 579

no open exceptions

Needs attention

Paid, no bill in books 58, £96,200
Overdue balance 266, £318,400
No email trail 232
Payment requests ignored 64
Vendor Bills Outstanding Overdue Paid Emails Asked / ignored
Pinecrest Maintenance OverdueRequests ignoredBooks ≠ bank 12 £29,380 £29,380 £168,000 14 11 / 5
Meridian Foods OverdueBooks ≠ bank 137 £28,820 £27,930 £190,400 324 18 / 1
Halden Logistics OverdueRequests ignored 32 £7,500 £5,440 £52,720 70 39 / 30
Copperleaf Interiors Overdue 4 £6,880 £6,880 £5,000 9 0
Vendor reconciliation.

What it catches

  • Duplicate invoices and invoices that were already paid
  • Partial payments recorded as full
  • Missing PO or job numbers
  • Payments made with no bill behind them
  • Ledger entries the bank can't confirm
  • Payment requests suppliers have sent that nobody answered

03Receivables

The truth about every unpaid invoice

Your ledger knows what's unpaid. The email trail knows why. NexaSI reads both, then tells you which invoices are genuinely collectable, which are disputed, and which clients say they've paid when your bank says otherwise.

CFO cockpit

Every finance operation in one view. Updated 06:00 today.

34 reconciled overnight

Executive brief

Cash to collect

£1.42m

141 invoices outstanding

Bills due this week

£318k

64 bills, 9 awaiting approval

Held before payment

£21,850

5 duplicates and already-paid

Books ≠ bank

£96,200

58 payments to fix

Collectable now

£148,200

proven overdue, ready to chase

At risk

£264,900

90+ days and disputed

Decisions waiting on you

31

holds, approvals and disputes

Receivables by age

Overnight 2,640 finance threads read 412 payments matched 55 disputes with pushback 91 unproven "we've paid" claims

The CFO cockpit: every finance operation in one view, each morning.

Cash flow

776 invoices, payment status verified from the email trail

Invoice and next action Client Amount Tags Activity Due Action
Needs a decision 3 £56,550
INV-2026-0412 Client must send 3 missing POs before they pay Halden Logistics £40,100 Disputed 58 emails41d quietno proof 22 Aug +45d ● Hold
INV-2026-0388 Ask for remittance: client says paid on 12 Sep Kestrel Hospitality £9,400 Client says paid 6 emailsnot in bank 30 Aug +37d ▲ Send
INV-2026-0451 Chase second approver, out of office since 2 Sep Arden Property Services £7,050 ChaseMisclassified 11 emails19d quiet 15 Sep +21d ▲ Send
Each invoice comes with its next action, based on what the emails actually say.
  • Matches payments to invoices across your ledger, bank statements and payment gateway
  • Flags "client says paid" claims that the bank can't confirm
  • Spots disputes, pushback and threads that have gone quiet
  • Suggests the next move: hold, send a reminder, or ask for missing documents

04Approvals

Know what's stuck, and with whom

Multi-level approvals are tracked through email, so you can see exactly who an invoice is waiting on.

  • Tracks each approval step and who holds it
  • Compares the amount on the invoice with the amount in the email
  • Keeps attachments and evidence with the request

Pinecrest Maintenance 4 items

Bristol North depot, requested 30 Sep

Pending Waiting: 1st approver

Amount on invoice

£7,343.66

Amount the email said

£7,100.00

Differs by £243.66

Revised quote attached on 16 Sep. Check before approving.

Attachments (2)

Pinecrest revised quote 16-09.pdf

PM-1190 invoice.pdf

An approval with a mismatch caught before sign-off.

05Exceptions

One queue, every reason spelled out

A flag on its own creates work. Each exception says what's wrong, why it matters, and what clears it. When an invoice is late, NexaSI tells you why: a missing reference, a stuck approval, or a supplier error.

Your source systems are never changed behind your back. Fix the cause at source, and the flag clears on the next refresh.

Exception banners from the payments screen.

06Compliance

Reconcile tax returns against your books

For Indian finance teams, NexaSI matches GSTR-2B and GSTR-1 against your books and explains every mismatch, so input tax credit isn't lost to a missing bill.

Read more about NexaSI in India

GST reconciliation: GSTR-2B vs books

1 Apr 2025 to 31 Mar 2026 · Click a status to see its invoices

Show invoices by status
Invoice Party Date GSTR-2B Books Diff Why
745 Sahyadri Hospitality 27AA•••••1Z4 19 Jan 26 ₹3,274 ₹3,274 — Invoice number and amount agree between GSTR-2B and books.
1188 Kaveri Packaging 29AD•••••1Z7 6 Feb 26 ₹48,560 ₹48,560 — Matched on GSTIN, invoice number and amount.
2207 Deccan Office Supplies 36AF•••••1Z1 12 Mar 26 ₹9,912 ₹9,912 — Matched. Input credit can be claimed in full.
812 Nilgiri Foods Pvt Ltd 33AB•••••1Z9 3 Feb 26 ₹1,19,271 ₹1,12,400 ₹6,871 Amounts differ. The bill in books is missing the freight line.
4410 Malabar Spices Co 32AG•••••1Z5 14 Feb 26 ₹27,140 ₹24,140 ₹3,000 Keying error: ₹27,140 was booked as ₹24,140.
377 Coastal Freight Lines 27AH•••••1Z8 2 Mar 26 ₹81,900 ₹86,900 ₹5,000 Books show more than the supplier filed. Check for a credit note.
903 Vasant Logistics 29AC•••••1Z2 21 Feb 26 ₹54,000 — — In GSTR-2B but not booked. Input credit is at risk until the bill is recorded.
1562 Aravalli Electricals 08AJ•••••1Z3 9 Mar 26 ₹1,36,400 — — Filed by the supplier, but no bill in books or in the inbox. Ask the supplier for a copy.
88 Hooghly Prints 19AK•••••1Z6 25 Mar 26 ₹12,980 — — The bill is sitting in the finance inbox, unbooked. Book it to claim the credit.
6031 Konkan Traders 27AL•••••1Z2 11 Jan 26 — ₹2,14,600 — The supplier hasn't filed this invoice. Credit is blocked until they do.
219 Satpura Engineering 23AM•••••1Z9 28 Feb 26 — ₹64,350 — Filed under a different GSTIN. Ask the supplier to amend their GSTR-1.
7702 Brahmaputra Tea Estates 18AN•••••1Z4 17 Mar 26 — ₹18,720 — Filed late. Expected in next month's GSTR-2B.
BL-114 Sharma Repairs No GSTIN 4 Feb 26 — ₹8,850 — No GSTIN on the bill, so no input credit. Request a corrected invoice.
BL-131 City Courier Services No GSTIN 19 Feb 26 — ₹2,360 — The supplier may be unregistered. Confirm before claiming credit.
BL-140 Green Leaf Caterers No GSTIN 8 Mar 26 — ₹15,400 — The GSTIN is missing from the bill but appears in the supplier's email signature. Update the bill.

Showing 3 of 1,512 matched invoices.

Showing 3 of 71 amount mismatches.

Showing 3 of 382 invoices missing from books.

Showing 3 of 174 bills missing from GSTR-2B.

Showing 3 of 40 bills without a GSTIN.

GST reconciliation.

Find out what your inbox is hiding

Book a free leakage audit See how it works

Your leakage audit

  1. 1Reads your inbox
  2. 2Checks books and bank
  3. 3Shows you the money
  • Already paid Pinecrest PM-1190 £7,343.66
  • Says paid Kestrel, not in the bank £9,400
  • No bill Payments with no bill 15 of 52
Money caught £16,743.66