01
Collect
Captures every supplier invoice from email, portals, EDI, and scans into one controlled queue, deduplicated on arrival.
Your teamForwarding the inboxes and naming an AP owner.
Workflow stack ▪ Invoices processing
Supplier invoices captured, matched, approved, posted.
Supplier invoices captured, checked against the order, approved by the right person, and posted once, so finance pays the right amount on time. Scellus runs the capture, the three-way match, the approvals, and the posting as an operated workflow; you keep the payment decision.
- Included
- Three-way match
- Included
- Duplicate guard
- Included
- LHDN e-Invoice ready
Built for finance teams, logistics, and trading companies processing supplier invoices across Microsoft 365, Google Workspace, accounting systems, and LHDN e-Invoicing.
Match readout ▪ invoice cleared
Where supplier invoices break today
There are invoices. There is no control.
Invoices arrive in five places.
Email, supplier portals, an EDI feed, WhatsApp photos, and a tray of paper. No single queue holds them, so some are paid twice and some are never seen.
Every line keyed by hand.
Supplier, invoice number, dates, tax, and each line item are retyped into the ledger. The typing is slow, and the typos surface at reconciliation.
The same invoice, paid twice.
A PDF is emailed, then chased, then re-sent, and lands as three records. With no duplicate check, one supplier is paid twice and the recovery call is awkward.
Price and quantity drift, caught late.
The order said 100 at RM12. The invoice says 120 at RM14. The gap is found at month-end, after the payment has already gone out.
Approvals stall in an inbox.
An invoice waits on a manager who is travelling. The deadline passes, the early-payment discount is gone, and the supplier is on the phone.
No trail when finance asks.
An auditor asks who approved a payment, and against which order. The answer is a hunt through email threads and a folder nobody owns.
Operating truth
Receiving an invoice is not approving it.
Control is the moment you can prove the invoice matched a real order, the price was right, the right person approved it, and it posted once, without asking the person who keyed it.
The stack
Six blocks. One controlled payable.
Supplier invoice processing runs the full public block sequence. It starts with capture, passes through extraction, the three-way match, and approval routing, pauses for sign-off where the amount needs it, then posts a coded, matched, audited invoice.
- 01Collect
- 02Read
- 03Verify
- 04Chase
- 05Review
- 06Deliver
Blocks used
Each block has a source, an output, and an owner.
02
Read
Extracts header fields and line items, including supplier, invoice number, dates, tax, and GL hints, from PDF, image, or e-invoice.
Your teamConfirming the chart of accounts and GL mapping.
03
Verify
Runs the three-way match against the order and the goods-receipt, checks totals and SST, and flags duplicates before money moves.
Your teamSetting match tolerances and approval thresholds.
04
Chase
Routes mismatches, missing orders, and price or quantity gaps to the owner who can resolve them, with the invoice attached.
Your teamAnswering supplier and purchase-order queries.
05
Review
Routes each invoice to the right approver by amount and category, and holds exceptions for a named sign-off.
Your teamApproving invoices and releasing payment.
06
Deliver
Posts the coded invoice to your accounting system, prepares the payment batch, and writes the audit log.
Your teamOperating the payment run and the ledger with the workflow live.
What you receive
Not a paid invoice. A proven one.
The output is not just a payment. It is the evidence that the invoice matched a real order, the price was right, the right person approved it, and it posted once.
A matched-invoice queue showing each invoice tied to its order and goods-receipt, ready to approve without re-checking by hand.
An exception list of mismatches, missing orders, and duplicates, each with the source document attached and an owner assigned.
An approval-routed batch: every invoice sent to the right approver by amount and category, with sign-off captured.
A GL-coded export into your accounting or ERP system, posted once, in the format your finance team already uses.
A payment-run file and an ageing report, so the team pays on time, captures discounts, and sees what is due next.
An audit log linking invoice, order, goods-receipt, approver, and payment, ready for the next finance or tax review.
The transition
What changes when Scellus runs your payables.
No more paying the same invoice twice
Today
A re-sent PDF becomes a second record, and the duplicate is only found after the supplier has been paid twice.
We handle
We deduplicate on arrival and match against what is already in the ledger, so a repeat invoice is caught before payment.
Your team
Confirms the supplier master and ledger access.
Three-way match, before the money moves
Today
Price and quantity gaps against the order surface at month-end, long after the payment has cleared.
We handle
We match each invoice to the order and the goods-receipt, and hold anything outside tolerance with the records attached.
Your team
Sets the match tolerances.
Approvals that do not stall
Today
An invoice waits on a manager's inbox, the early-payment discount lapses, and the supplier starts calling.
We handle
We route each invoice to the right approver by amount and category, and chase the sign-off before the due date.
Your team
Approves invoices and sets thresholds.
A clean month-end
Today
Closing the month means rebuilding accruals from scattered invoices and half-remembered approvals.
We handle
We keep the queue, the accruals, and the audit log current through the month, so close is a review, not a rebuild.
Your team
Signs off the accruals and the close.
Division of labour
We run the queue. You keep the payment decision.
Scellus handlesYour team decides
Capture and deduplicate invoices from email, portals, EDI, and scans
Forward the inboxes and name the AP owner
Extract header and line-item data and apply GL coding
Confirm the chart of accounts and GL mapping
Run the three-way match and flag duplicates and tax errors
Set match tolerances and approval thresholds
Route approvals and chase sign-off before the due date
Approve invoices and release payment
Post to accounting, prepare the payment batch, reconcile statements
Own the bank run and the ledger
Maintain the audit log and the monthly AP report
Own who can access the AP records
Compliance and data
Supplier and payment data stays traceable while it moves.
Supplier, payment, and tax records stay under PDPA 2010 and the 2024 Amendment. The plan names where invoice data lives, who can approve and release payment, and how the audit trail is kept before any invoice posts.
Inbound supplier e-invoices are validated against LHDN MyInvois, with SST and tax codes checked and supplier registration confirmed, so the documents reconcile before they reach your books. Data residency is confirmed before processing.
Audit traceability is part of the deliverable: invoice, purchase order, goods-receipt, approver, and payment, linked in one log.
Integrations
We meet the systems you already run.
Accounting and ERP
- Xero, AutoCount, SQL Account, MYOB
- SAP and Microsoft Dynamics
- Purchase-order and goods-receipt records
- General-ledger and cost-centre coding
Tax and e-Invoicing
- LHDN MyInvois inbound validation
- SST and tax-code checks
- Supplier TIN and registration checks
- e-Invoice and PDF reconciliation
Capture and workspace
- Email and shared-inbox ingest
- OCR for PDF and scanned invoices
- Microsoft 365 and Google Workspace
- Banking and payment-file export
Operating cadence
Capture, match, then approve.
Daily
Capture, extract, and match
We pull new invoices, deduplicate, extract the data, and run the three-way match, so the queue is ready to approve each morning.
A clean queue, matched daily.Weekly
Exceptions and approvals
Mismatches, missing orders, and held invoices are reviewed and routed, and approvals are chased before discounts and deadlines lapse.
Nothing stalls in an inbox.Monthly
Accruals and reporting
Accruals are kept current, supplier statements are reconciled, and an AP report covers spend, ageing, and exceptions.
Close is a review, not a rebuild.Indicative scope
Matched enough to pay. Logged enough to prove.
Build phase
Four to eight weeks
Inbox capture, extraction and GL mapping, three-way match rules, duplicate and tax checks, approval routing, accounting integration, and the audit record.Operating retainer
Ongoing AP operations
Daily capture and match, exception handling, approval chasing, accruals, supplier-statement reconciliation, and monthly AP reporting.Final scope, duration, and fee are confirmed at the Workflow Review against invoice volume, number of suppliers, match complexity, and approval rules.
Frequently asked questions
The questions that decide whether payables are under control.
How accurate is extraction on messy invoices?
- Low-confidence fields are not guessed. Anything the read is unsure of, or that fails the match, is held in the exception queue with the source document, so a person decides before it posts.
How do you stop duplicate or fraudulent payments?
- Every invoice is deduplicated on arrival and matched against the order, the goods-receipt, and what is already in the ledger. Anything outside tolerance is held, not paid first and explained later.
Will this fit our accounting system?
- We post into the system you already run, including Xero, AutoCount, SQL Account, MYOB, SAP, or Dynamics, in your existing GL structure rather than asking finance to learn a new ledger.
Are we ready for LHDN e-Invoicing?
- Inbound supplier e-invoices are validated against MyInvois and reconciled with the PDF or the order, so the documents line up before they reach your books.
Find out what supplier invoice processing would take in your team.
Start with the inboxes invoices arrive in, the people who approve them, and the accounting system they post to. We will map the capture, the three-way match, the approvals, and the first workflow to operate. Book a supplier-invoice Workflow Review.