Manual Invoice Handling
AP teams manually re-type fields from PDFs into ERP systems, causing data entry bottlenecks and error spikes.
LEAKAGE ASPECT:1.2% typing error rate
FINANCE OPS · PORTFOLIO L03
AI-Powered Vendor Payables& Logistics Bill Automation
Eliminate freight leakage, validate complex transporter rates, and automate Proof of Delivery matches. Autowhat combines Google Vision OCR and smart contract audits to stop margin losses before cash leaves your accounts.
SOC-2 COMPLIANTK8S CONTAINER INFRAISO 27001 SECURITIES
AUTOWHAT PAYABLES V2.4
SHELL_SECURERECONCILIATION STACKVERIFIED
1. Carrier Invoice PDF
OKParsed: APML-INV-009 · ₹2,45,000
2. Proof of Delivery Scan
OKMatched Net: 24.15 MT vs WB Slip
3. Carrier Rates sheet
OKContract ID: APML-CON-2026
01OPERATIONAL PROBLEMSWhere supply chain finance bleeds margin daily.
Conventional billing relies on spreadsheets. We automate the reconciliation loop.
Manual calculations of distances, waiting surcharges, loading delays, and Proof of Delivery (POD) sheets leave massive leakages undetected. Here are the core operational leaks:
Delayed Approvals & Late Fees
Invoices get buried in email threads or chat channels. Without structured escalations, approvals take weeks, missing prompt-payment discounts.
LEAKAGE ASPECT:Avg. 14 days cycle time
Proof of Delivery (POD) Leakage
Demurrage charges and shortages cannot be validated without physical or digital POD scans. Cash leaks due to missing physical papers.
LEAKAGE ASPECT:₹2-4L leakage per month
Reconciliation Complexity
Logistics bills involve complex multi-tiered rates (base freight, toll taxes, loading, waiting charges). Reconciling this in spreadsheets is unsustainable.
LEAKAGE ASPECT:3-5% invoice variance undetected
02PROCESS FLOWSix automated milestones to book cleaner freight ledgers.
From ingestion to ERP sync — absolute billing verification.
Autowhat Payables automatically ingests transporter invoices, extracts granular items, cross-references trip telemetry, and posts verified vouchers directly.
PROCESS STAGE 01Upload multi-format bills
Ingestion & Inflow
Vendors upload invoices directly into the Autowhat portal. Alternatively, our agents ingest them automatically from shared emails, WhatsApp Business chats, or FTP endpoints.
INTEGRATION ARCHGoogle Cloud Storage + API Listeners
PROCESS GAINZero paper scans or manual email filtering
03FEATURES GRIDFourteen bespoke tools in one unified accounting layer.
Engineered for logistics finance, hardened for compliance.
We replace isolated point applications with an all-in-one ecosystem that maps offline anomalies to structured validations.
VISION ENGINE
AI OCR Validation
Google Vision OCR extracts unstructured line items, tax headers, and vendor IDs with intelligent confidence scoring.
- ✓Handwritten bill support
- ✓Confidence score auditing
- ✓Automated duplicate checks
AP CONTROL
Vendor Bill Management
One central operational portal to organize, review, and filter incoming transport, warehouse, and service bills.
- ✓Multi-format ingest
- ✓Custom status workflow
- ✓Vendor audit history
LEAKAGE RECOVERY
POD Management
Digitize Proof of Delivery (POD) documents. Auto-cross-reference signatures, shortages, and loading-day timestamps.
- ✓QR code scanning
- ✓Demurrage verification
- ✓Shortage penalty triggers
FINANCIALS
Payment Tracking
Visual dashboards detailing submitted, unbooked, pending, and cleared payables, reducing cashflow blind spots.
- ✓Aging metrics display
- ✓Bank reconciliation sync
- ✓Payment schedule locks
AP WORKFLOW
Invoice Automation
Auto-approve invoices falling within 100% variance guidelines, freeing up AP teams to focus solely on high-value exceptions.
- ✓Auto-matching logic
- ✓Zero-touch booking
- ✓SLA alerts
FACILITY LOGISTICS
Warehouse Bills
Reconcile complex space lease invoices, handling charges, and storage timelines against authoritative WMS systems.
- ✓Space charge auditing
- ✓Inward/outward logic
- ✓Stock count validations
IMPORT/EXPORT
CHA Bill Management
Keep customs agent fees, transport charges, and port demurrage clean. Audit CHA files directly in one database.
- ✓Demurrage validations
- ✓Customs duty matching
- ✓Ancillary cost checks
AUDIT MECHANISM
Transportation Reconciliation
Execute a thorough three-way audit: matching the physical/digital POD, GPS trip log data, and carrier contract files.
- ✓Toll fee validation
- ✓GPS mileage checks
- ✓Weight slip verification
NOTIFICATIONS
Real-time Notifications
Automated status alerts and action prompts dispatched directly to vendors, carriers, and internal teams on WhatsApp.
- ✓WhatsApp Status Pushes
- ✓Email exception alerts
- ✓SMS backup notifications
SECURITY
Role-Based Access Control
Strict enterprise access boundaries ensuring logistics, audits, finance, and external vendors view only authorized pages.
- ✓Segregation of duties
- ✓Custom user profiles
- ✓Detailed compliance logs
COLLABORATION
Google Sheets Sync
Synchronize approved payables, pending disputes, and transporter performance directly to secure Google Sheets models.
- ✓Automatic hourly sync
- ✓Two-way mapping hooks
- ✓Custom report templates
OPERATIONAL INTEL
Analytics Dashboard
Evaluate transporter performance, billing errors, prompt approval rates, and total captured discount metrics.
- ✓Leakage trends chart
- ✓Demurrage insights
- ✓Vendor variance logs
COMPLIANCE ENGINE
Auto-Approval Rules
Customizable, granular threshold controls (e.g. approve auto-bills below ₹10k or within 1% contract price).
- ✓Policy compliance checks
- ✓Multi-approver chains
- ✓Audit trail tracking
MASTER DATA
Vendor Master
Maintain all vendor banking credentials, tax structures, contract matrices, and historical variance scores.
- ✓TDS compliance records
- ✓Bank credential locks
- ✓Performance score tracking
04VISION AISemantic text parsing beats brittle templates.
Zero manual keystrokes from scanned transporter bills.
Most billing tools break when a transporter rearranges column cells. Our deep semantic models map metadata contexts seamlessly.
Autowhat couples Google Vision APIs with local quantitative parameters. The system is designed specifically for complex Indian billing variations, supporting multiregional formats, vehicle log stamps, and manual weight logs.
- Confidence Scoring Safeguard — Automatically routes blurred scans or hand-written weights below threshold directly to manual resolution queues.
- Multi-Tiered Line Item Captures — Isolates complex accessory parameters: base weight rates, state transit taxes, demurrage delays, and driver allowances.
- Cryptographic Duplicate Verification — Scans PDF hash matrices and transporter receipts to eliminate overlapping charge claims completely.
PARSED METRICS (CLICK AREAS)VISION_SHEETS_EXEC
Transporter Header99.8% CONF
APML Logistics Pvt. Ltd.PAN: AAMCA9908G · Mumbai Office
Weight evidence matching98.9% CONF
Truck: MH-12-PQ-9988Weight Net: 24.15 MT
Carrier nested Line items99.4% CONF
Base Freight (Plant to WB):₹2,10,000
Toll & Surcharge Vouchers:₹24,500
Loading Dwell Penalties:₹10,500
Invoice Total Sum99.9% CONF
PAYABLE VALUE:₹2,45,000
VERIFICATION LOGSContract rate sheet checked (ID: AGR-2026). Surcharges fit within 1% limits. Loading delay checked against AutoGate time-log. Status: Approved.
05VERTICAL FITTailored parameters for supply chain finance.
Built for the complexity of Indian corridors.
We handle the regional parameters, tax structures, multi-tier freight charges, and offline data loops unique to Indian operations.
Logistics & 3PL Companies
Industry Pain Point
High volume of scattered transporter invoices with dynamic loading/unloading rates and complex wait charges.
Autowhat Audit Strategy
Automatic invoice verification using contract rates, GPS telemetry, and scanned weight slips.
AUDIT TARGET METRIC:72% reduction in manual audit time
Cold Chain & Warehousing
Industry Pain Point
Variable storage periods, temperature controls, and complex volumetric slot charges.
Autowhat Audit Strategy
WMS ledger sync cross-references storage occupancy records directly with agreement parameters.
AUDIT TARGET METRIC:₹4.5L storage leaks recovered
Freight Forwarders & CHA
Industry Pain Point
Customs agent commissions, port handling fees, and variable transport surcharges are prone to double bookings.
Autowhat Audit Strategy
Trace customs reference numbers directly with port logs to lock entry validations.
AUDIT TARGET METRIC:99.8% regulatory audit compliance
Enterprise Finance Teams
Industry Pain Point
Accounting teams spend days checking TDS lines, catching double bookings, and cross-checking spreadsheets manually.
Autowhat Audit Strategy
Instantly run automated duplicate audits, tax-deductible checks, and contract tolerances.
AUDIT TARGET METRIC:₹12.5L average annual savings
Supply Chain Operations
Industry Pain Point
Poor carrier coordination, trust deficit over demurrage issues, and long phone queues for dispute resolution.
Autowhat Audit Strategy
Transparent transporter dispute dashboard with live message updates.
AUDIT TARGET METRIC:Vendor disputes resolved 5x faster
06ANALYTICS HUBContinuous leakage auditing, documented daily.
Uncover historical leaks with verifiable metrics.
Stop guessing where transport budgets dissipate. We audit billing variances against raw field realities.
YTD MARGIN RECOVERY AUDITLEAKAGE_V12
₹15L
₹10L
₹5L
₹0
Dec
Jan
Feb
Mar
Apr
May
TOTAL PARSED₹8.4 Crores
LEAKAGE RECOVERED₹14.8 Lakhs
AUDITED OVERRIDES3,450 bills
Autowhat does not hide variance data in monthly CSV reports. Approved values, penalty deductions, waiting delays, and fuel indexes update hourly inside the command tower.
01
Real-time Delay Surcharges
AutoGate matches unloading times to prevent transporters from inflating waiting fee hours.
02
Automatic Demurrage Claims
Shortages and damage values are calculated directly at dispatch time via scanned POD papers.
07IT POSTURESecurity protocols that survive corporate reviews.
Production stability built for enterprise IT standards.
Autowhat structures access controls, database pipelines, and server containerization to meet high bank-grade expectations.
OTP Authentication
Secured credential verification patterns for both internal users and external transporters to prevent identity theft.
Deployment ClassSecure SMS/WhatsApp OTP Gateway
Audit-Log MongoDB
Every validation check, line-item change, approval stamp, and manual override is logged as an immutable JSON document.
Deployment ClassMongoDB Distributed Ledger
Google Cloud Storage
Physical and digital invoice PDFs, weight receipts, and Proof of Delivery (POD) scans are kept in secured storage zones.
Deployment ClassGCP Cloud Bucket (Encrypted-at-Rest)
Kubernetes Deployments
Containerized application layer dynamically auto-scales across operational spikes while keeping individual client services sandboxed.
Deployment ClassAuto-scaled K8s Nodes
08ROI OUTCOMESImmediate returns, fully verifiable by week four.
Measurable freight margin reclamation.
Our deployments prove their payback period in less than 30 days, cutting down processing delays and billing discrepancies.
−80%Cycle Time
From 14 days down to 48 hours typical validation
99.9%Audit Accuracy
Auto-validation catches multi-tiered billing variances
₹10-15LAnnual Savings
Typical demurrage and rate error leakage recovered
ZeroManual Errors
No manual keystrokes from scanned transporter sheets
09COMMON QUESTIONSDiligence answers for procurement heads.
Operational & technical diligence.
Clear answers regarding data safety, custom ERP hooks, and regional invoicing support.
Does this replace our existing ERP (SAP, Oracle, Zoho, Tally)?
No. Autowhat Payables serves as an intelligent audit, verification, and ingestion layer that sits on top of your existing systems of record. It validates data before booking, preventing bad data from entering your ERP and ensuring clean, fully audited journals are posted.
What format of invoices does the OCR support?
Our Google Vision-powered ingestion layer parses multi-page PDFs, high-resolution JPEG/PNG photos of hand-written driver bills, Excel attachments, and even scanned transporter weigh slips. We train models to adapt to various Indian regional invoice formats.
How does the POD matching system capture demurrage penalties?
The system reads key timestamps directly from the scanned Proof of Delivery (unloading gate stamp, driver check-in sign). It automatically cross-references these times with actual plant gate telemetry (from our AutoGate logs) and transporter contracts to compute exact demurrage fees, catching inflated claims.
Can vendors upload invoices themselves, or must our staff do it?
Both pathways are fully supported. Vendors receive access to a dedicated mobile-friendly Transporter Portal where they can drop scanned PDFs or pictures. Additionally, you can configure a unique email inbox (e.g. ap-inflow@yourcompany.com) where bills are auto-forwarded and instantly parsed.
What happens if the AI OCR confidence score is low?
If the Vision engine reads a blurry invoice field below your defined threshold (e.g., <95% confidence), it flags the bill for manual review. A logistics or finance operator is alerted to verify the field in a side-by-side UI panel. The AI learns from this selection to improve future accuracy.
Is there a limit to the number of approval rules we can configure?
No. Our auto-approval rule engine is fully customizable. You can set rules based on transporter contract variance, absolute bill values (e.g., auto-approve toll vouchers under ₹3,000), specific plant lanes, or designated vendor risk scoring.
How secure is our transporter contract and bank data?
Autowhat operates under strict SOC-2 Type II and ISO 27001 operational frameworks. All files are stored inside highly secure, encrypted-at-rest Google Cloud Storage buckets. Individual vendor bank detail changes require dual-factor OTP confirmation to prevent phishing or fraudulent updates.
Transform your payables workflow
Book an engineering-led working session. We map your offline spreadsheets, email flowcharts, and custom contract rate matrices to live pre-approval engines.