Automated Accounts Payable

Pegasus Opera for Pegasus Opera SQL SE & Opera 3

From PDF to Opera in seconds. AI-powered invoice extraction, configurable approval workflows, three-way PO matching, and real-time posting to your purchase ledger. It learns as you go, so repeat suppliers process without review.

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Invoice Processing Walkthrough

Full Step-by-Step Walkthrough

A detailed look at the entire invoice processing workflow - from PDF intake through to a fully posted purchase ledger entry in Opera.

Frequently Asked Questions

AP Automation takes a supplier invoice from arrival to posting with almost no manual effort. Invoices arrive by email or upload, AI reads and extracts every detail - supplier, dates, line items, VAT - matches them to your supplier records, routes them through your approval workflow, and posts them straight into your accounting system. Your team stops rekeying invoices and starts managing exceptions instead.
Expenses is a mobile-first companion app that lets employees capture receipts with their phone camera, wherever they are. AI reads the receipt, fills in the details, and the claim flows through approval and into your accounts. No paper, no spreadsheets, no end-of-month shoebox of receipts.
Any organisation that processes supplier invoices, purchase orders or staff expenses. The biggest impact is for finance teams handling dozens to thousands of documents a month who want to cut processing costs, speed up approvals and month-end, and free skilled staff from data entry.
The apps connect directly to your accounting system - suppliers, nominal accounts, VAT codes, projects and cost centres are read live, and approved invoices post straight back in. No CSV export/import, no re-keying between systems. Pegasus Opera 3 and Opera SE are fully supported today, and because the platform is built to be ERP-agnostic, support for further systems is being added over time. If yours isn't listed yet, talk to us.
Because the apps connect directly to your existing accounting data - suppliers, nominal codes, VAT settings - there's no lengthy data migration. A typical implementation is measured in days, not months: connect to your system, set up your approval workflow and users, and start processing live invoices.
Two ways. Point your supplier invoice email address at the system and it collects and processes attachments as they arrive, even overnight. Or drag-and-drop a PDF for one-off documents. Either way, extraction starts immediately without anyone touching the invoice.
The AI reads each invoice visually, the way a person would, and extracts supplier details, invoice numbers, dates, line items, totals and VAT - with a confidence score on every field so your team knows what to trust and what to glance at. It also learns your suppliers: you can set per-supplier rules (for example, "this supplier's carriage line always goes to this nominal code"), so accuracy improves with use.
Nothing gets posted blindly. Low-confidence fields are flagged for a quick human check in a review screen where the invoice image sits alongside the extracted data. Correcting a field takes seconds, far faster than typing the whole invoice, and the human always has the final say.
The system matches each invoice to the supplier list in your accounting system automatically - by name, and by VAT registration number when names differ (trading names, group companies and so on). Once matched, it pulls in that supplier's defaults - nominal codes, cost centres, VAT treatment - so most invoices reach review already fully coded.
Yes. The system determines the right VAT code using the supplier's country (home, EU, non-EU), the supplier's historical postings, and the VAT settings in your accounting system, and it validates that VAT amounts match the rates claimed. It also detects credit notes and reverse-charge scenarios automatically.
Yes. Every incoming invoice is checked against both invoices already in the system and transactions already posted in your ledgers. Duplicates and near-duplicates are flagged before they can be approved.
You define the rules once - by value, supplier, department or group - and the system enforces them on every invoice. Approvers are notified, can approve from wherever they are, and can delegate when they're away. Reminders and escalations chase the stragglers automatically, so invoices don't sit forgotten in an inbox.
It posts directly into your accounting system - supplier transaction, nominal analysis and VAT - with no re-keying. On Opera 3 and Opera SE this posts straight to the purchase ledger. Trusted, fully-coded invoices can be fast-tracked with express posting; everything else follows your workflow. Your ledgers stay current daily instead of catching up at month-end.
Yes. Regular invoices - rent, leasing, subscriptions, service contracts - can be set up as recurring, so they're generated and processed on schedule automatically, with the same approval controls, instead of being remembered (or forgotten) each month.
Yes. You can raise and approve purchase orders in the system, record goods received, and have incoming invoices matched against the order. That gives you commitment visibility - you know what's been ordered and what's still to be invoiced - before the invoice even arrives.
When an invoice matches an approved purchase order with goods receipted, there's very little left to check - the price and quantity were already agreed and the delivery confirmed. Matched invoices flow through with minimal touches, and order lines are locked once goods are receipted so quantities and prices can't drift after the fact.
Yes. Role-based permissions separate buyers, receivers, approvers and finance, and approval rules apply to orders just as they do to invoices - so spend is authorised before it's committed, not discovered after the invoice lands.
They open the app on their phone, photograph the receipt, and the AI extracts the merchant, date, amount and VAT. The employee confirms, adds it to a claim, and submits - typically under a minute per receipt, done at the point of purchase rather than weeks later from memory.
No app store, no IT rollout. The Expenses app runs in the phone's browser and can be added to the home screen like a native app. New starters are up and running in minutes.
Claims follow the same kind of approval workflow as invoices - routed to the right manager, with visibility for finance across the company. Finance can also raise claims on behalf of employees. Approved claims flow into your accounts with the correct nominal and VAT coding, ready for payment.
Yes. Employees who work across group companies can submit claims to the right entity from the same app, and finance sees everything in one place with the correct company-level separation.
The spreadsheet, the paper form, the stapled receipts, the chasing and the manual entry into the ledger. Expenses are captured once, at source, and never re-typed, with a digital receipt image kept against every line for VAT and audit.
Manual invoice processing means opening emails, printing, keying header and line data, looking up codes, chasing approvals, and finally posting - often 10-15 minutes per invoice, more when there are errors. With automation, most invoices need only a quick review or no touch at all, so teams redeploy that time to supplier management, cash-flow work and analysis.
Several places at once: less manual keying, fewer errors to investigate and reverse, duplicate payments blocked before they happen, fewer late-payment problems because approvals don't stall, and no more lost invoices or receipts. As volumes grow, the system scales without adding headcount, which is usually the largest saving.
Every invoice, order and expense is visible in real time on a dashboard - what's arrived, what's awaiting approval and with whom, what's posted. A full audit trail records who did what and when, on every document. Month-end stays manageable because the ledgers are up to date every day.
Adoption is deliberately gentle. Your approval structure is mirrored in the system rather than replaced, your existing account coding carries straight over, and the review screens are built so finance staff are productive from day one.
Yes. The system runs against your own databases, access is controlled with role-based permissions so people only see and do what their role allows, and every action is logged in an audit trail. Documents are stored digitally against each transaction, which strengthens your compliance position.
You're supported through setup, workflow design and go-live, and afterwards by a team that knows both the product and the accounting systems it connects to. Updates are delivered centrally, so you're always on the current version without upgrade projects.

Simple Pricing

Platform required. Add AP Automation on top.

Required

Platform + Dashboards

Real-time dashboards, user access, Crakd Gateway

£199 /mo
Starter from £199 (5 users) Growth from £299 (10 users) Scale from £399 (20 users)
ADD-ON
AP Automation

Invoice Processing

OCR capture, approval workflows, PO matching, posting to Opera

£195 /mo
5 users / 250 docs from £195 10 users / 500 docs from £350 20 users / 1,200 docs from £550 12-month minimum term
Platform + AP Automation from
£394 /mo

All prices exclude VAT. See full pricing for bundles and discounts.

See it in action

Book a 15-minute live walkthrough. We'll process a real invoice from PDF to Opera in front of you.

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