AI invoice processing software, what it charges for, and what you keep
Invoices arrive as they always have. We build the extraction first. It costs nothing until it runs.
AI invoice processing software is priced three ways: per user, per invoice or page, and per document from a prepaid package. The first tracks the size of your team. The other two track how many invoices you receive. Most vendors publish no figure and quote after a call.
Fabrx builds the API. Landing it in a given system is done by partners, so the only requirement is a system that accepts an API call.
What moves, and what it becomes
Supplier invoices
Line items sit in a table that changes shape with every supplier, and a long one turns a single invoice into several pages.
A payable, with its lines
Accounts payable
Credit notes
A credit note has to find the invoice it reverses, which means reading a reference that suppliers put in a different place each time.
A credit, matched to its invoice
Accounts payable
Supplier statements
A list of invoices you may or may not already hold. The useful output is the difference between their list and your ledger.
A reconciliation list
Accounts payable
Remittance advice
One payment covering many invoices, where the allocation is the work and the total is the easy part.
Payments allocated to invoices
Cash application
What happens to one document
Your documents
Invoice reaches your inbox. Your documents
Email attachment, supplier portal, or a scan from the post.
T+0
Fabrx
Sorted, then read in full. Fabrx
The document type is identified first, then the header fields and every line item.
If Lines that do not sum to the total
Hold for review. Fabrx. Needs a person.
Your AP clerk, with the page attached and the field that stopped it marked.
needs a person
Then it rejoins the path above.
Send the payload. Fabrx
JSON to an endpoint you own, or a call to your AP system API.
Where we hand over
The handoff is a JSON payload to an HTTPS endpoint you own, or a webhook we call on your side. We hold no credentials to your systems.
Your AP system
Becomes a payable. Your AP system
Your approval chain, your three-way match and your payment run all stay as they are.
What we do, and what stays yours
Fabrx builds and runs
- Reading the document, whatever shape it arrives in
- Pulling the header fields and every line item, and checking the arithmetic agrees
- Flagging anything that needs a person, with the document attached
- Delivering a payload to an endpoint you nominate
- Rebuilding the extraction when your documents change
You keep
- Approving the invoice and deciding what gets paid, which stays yours
- Your AP system, its ledger and its permissions
- The call that writes the payload, run by you or your partner
- Naming the document types you expect, during the build
- Somebody to look at the output and tell us whether it is right
When a document is wrong
A pipeline with no failure path is a diagram of a good day. These are the ones that happen.
The scan is unreadable
The document stops before extraction and is never guessed at.
Who sees it. Whoever sent it, by reply, with the page that failed.
- Rescanned and reprocessed
- Keyed by hand, the way it is done today
The line items do not sum to the invoice total
The invoice stops before the payload and nothing is posted.
Who sees it. Your AP clerk, with both numbers shown and the page attached.
- Corrected and released
- Queried with the supplier
A document arrives of a type nobody named during the build
It is set aside and reported. It is never read as though it were an invoice.
Who sees it. Whoever sends your documents, by reply.
- Added to the build if you want it read
- Handled outside the pipeline
Four ways to buy AI invoice processing software
The same invoices, costed four ways.
What you are charged for
By hand
Salary, and the hours it takes.
A per-seat AP platform
A seat for every person who signs in, whether or not they key invoices.
Outsourced AP
A rate per invoice, usually over a monthly minimum.
Fabrx
A document, from a prepaid package valid for a calendar year.
What happens when volume doubles
By hand
You hire, or the backlog grows.
A per-seat AP platform
Nothing changes, until the work needs more people and more seats.
Outsourced AP
The bill roughly doubles.
Fabrx
The bill follows the documents, and the rate depends on the volume band.
Cost before it works
By hand
None. You are already paying it.
A per-seat AP platform
Licence and implementation, both of them before the first invoice.
Outsourced AP
Onboarding, usually billed.
Fabrx
None. The build is free, and if the accuracy is not good enough nothing goes to production and nothing is charged.
What you keep at the end
By hand
Your process, and the people who know it.
A per-seat AP platform
Your data, exported on the terms in the licence.
Outsourced AP
Whatever the contract says.
Fabrx
Your data. The extraction logic and schema stay ours, and you have access to them while you are a customer.
Notice to leave
By hand
None.
A per-seat AP platform
Set by the licence term.
Outsourced AP
Set by the contract.
Fabrx
One month.
Someone has run this
They built solutions for any situation encountered along the way. For us, this type of partnership matters.
- 300+
- Field agents using it every working day
- 4,000+
- Documents processed every month
- 4 yrs
- In production, on the same workflow
Blitz is a real estate field agency network in Romania, running ID documents into contracts. It is not invoice processing, and these figures are not an invoice result. They describe the pipeline above, running for four years on the same workflow.
What a pilot measures
Measured on your documents
Field-level accuracy
Every field on every sample document, scored against your correction.
Sample size
How many of your real documents we ran. You choose which.
Exception rate
The share that stopped for a person, and what stopped them.
Build time
Calendar time from your samples reaching us to the pipeline running.
What we ask you for
How long does one invoice take today, from arrival to posted?
It is the only honest denominator for any claim about time saved.
How many do you process in a month?
It sets the pricing band, because the rate depends on volume.
How many of your suppliers send invoices with line items?
Line items are where the work is, and the share of them changes what the build has to handle.
How many people currently need a seat in your AP tool?
It is the number a per-seat quote is built on, and it is worth knowing before you compare one to a per-document quote.
What it costs
- 01
We build it
We build the extraction, usually within one business day of receiving your sample documents.
- 02
You check it
It costs you nothing until it runs on your real documents. If the accuracy is not good enough, nothing goes into production and nothing is charged.
- 03
Then you pay
A prepaid package priced per document, valid for a calendar year. The rate depends on the document type and your monthly volume.
- No subscription
- No per-seat charge
- No setup fee at any volume
Questions about AI invoice processing software
How much does AI invoice processing software cost?
The category prices three ways: per user, per invoice or page, and per document. Few vendors publish a figure, and most quote after a call. Fabrx quotes after the call too, because the rate depends on the document type and your monthly volume, and it is a prepaid package valid for a calendar year.
Is it priced per user or per invoice?
Both models are common, and they behave differently as you grow. A per-seat price tracks the size of your finance team. A per-document price tracks how many invoices suppliers send you. Fabrx charges per document, with no subscription, no per-seat charge and no setup fee at any volume.
What does AI invoice processing software actually include?
At minimum it reads an invoice and returns the fields. Most of the category also sells the workflow around it: approval routing, matching against a purchase order, and payment. Fabrx builds the reading and delivers the fields to a system you already run, and your approval chain and payment run stay where they are.
Is there a contract, and how long is it?
Licence terms in this category vary, and the notice period sits in the licence. Fabrx sells a prepaid package valid for a calendar year, with one month notice to leave. There is no subscription underneath it.
What happens to the extraction if you stop paying?
Your data is yours throughout. The extraction logic and schema Fabrx builds stay Fabrx property, and you have access to them while you are a customer. Ask any vendor the same question before you sign. The answer is rarely on the pricing page.
How long before it is processing invoices?
Fabrx builds the extraction usually within one business day of receiving your sample documents. It costs nothing until it runs on your real invoices, and if the accuracy is not good enough nothing goes into production and nothing is charged.
Related
- ai invoice processing
What the AI reads off an invoice, field by field, and what it hands to a person.
- invoice processing
The process this plugs into, and where the hours go before any software arrives.
- data extraction companies
Three industries answer to the name. Only one of them reads the invoices you receive.
Send us twenty invoices
We build the extraction and show you what it got right, field by field, before you pay anything.