AI Invoice Reconciliation Agent
Automating Invoice Reconciliation with AI
Intelligent 3-Way Matching Across Spend Types
The agent automatically matches invoices to the right evidence—IOs and ad server delivery reports for media buys, SOWs and approved timesheets for production work, POs and usage reports for SaaS—applying configurable tolerances and flagging variances that exceed thresholds.
Duplicate Detection and Fraud Prevention
AI-powered detection catches exact and near-duplicate invoices using fuzzy matching on invoice numbers, amounts, dates, and vendor IDs, while anomaly scoring surfaces suspicious pricing, unusual fees, or timing patterns before they reach approval.
Automated Coding, Routing, and Audit Trails
Invoices are auto-coded to the correct client, campaign, job number, and GL account based on vendor, line descriptions, and media channel—then routed through role-based approval workflows with full audit trails linking every document, decision, and policy check.
How Cassidy automates and invoice reconciliation using AI
Step 1: Capture and normalize incoming invoices
The Workflow triggers when invoices arrive via email, portal upload, or EDI feed. Cassidy extracts key fields—vendor, invoice number, IO/PO references, line items, CPMs, impressions, flight dates, and fees—normalizing vendor names against your master records and flagging missing references.
Step 2: Execute 3-way matching with delivery verification
Cassidy matches each invoice to its source commitment (IO, PO, or SOW) and pulls delivery evidence from connected systems—ad server logs, verification partner reports, approved timesheets, or milestone sign-offs. The agent applies your agency's billable source rules and tolerance thresholds, auto-approving clean matches and generating discrepancy tickets with evidence packs for exceptions.
Step 3: Detect duplicates and anomalies
Before routing, Cassidy runs duplicate detection using exact-match rules and fuzzy similarity scoring across invoice numbers, amounts, dates, and descriptions. Anomaly detection flags outlier pricing, unusual ad-serving fees, or suspicious submission patterns, assigning risk scores for reviewer attention.
Step 4: Auto-code to GL and allocate across campaigns
Cassidy classifies each line item by cost type—media pass-through, third-party fees, production—and assigns client codes, campaign/job numbers, cost centers, and tax treatment. Multi-currency conversions and split allocations across sub-campaigns or markets are handled automatically.
Step 5: Route for approval with Human-in-the-Loop
The Workflow routes invoices through role-based approval chains—Buyer to Account Lead to Finance—based on dollar thresholds, variance type, and vendor risk. Approvers see AI-generated reconciliation explanations with confidence scores, linked evidence, and proposed resolution actions for exceptions.
Step 6: Post to ERP and generate audit trail
Once approved, Cassidy posts invoices to your ERP (NetSuite, SAP, Intacct), updates WIP and accruals, and syncs actuals with media systems like Prisma for actualization. Every document, match decision, approval, and policy check is logged in an immutable audit trail ready for client billing or compliance review.
Implement it inside your company
- Hands-on onboarding and support
- Self-paced training for your team
- Dedicated implementation experts
- Ongoing use case discovery
- ROI tracking & analytics dashboards
- Proven playbooks to get started fast
