Supplier invoices matched to POs and keyed in. Nobody re-typing them.
If you buy from dozens of suppliers, you get hundreds of invoices a month, all laid out differently. Someone opens each one, finds the purchase order, checks the lines, quantities and prices, then types it all into Sage, Xero, QuickBooks or your ERP. Nova builds bots that do that job: read every invoice, match it to the PO (and the delivery note where you have one), key it into your system and pass only the mismatches to a person.
High-volume invoices, keyed and matched by hand.
Wholesalers, builders' merchants, plant and tool hire firms and distributors live on supplier invoices. Each one is checked against a PO by eye, keyed by hand, and queried when the price or quantity is off. As volume grows the backlog grows with it, payment runs slip, and pricing errors get paid because nobody had time to catch them.
Exactly what changes.
Invoice capture
Before
Invoices arrive by email as PDFs and scans, and someone downloads and opens each one.
After
Every invoice in the accounts inbox is picked up and read automatically: supplier, date, lines, VAT and totals.
PO matching (2-way or 3-way)
Before
Staff find the purchase order and check each line, quantity and price by eye.
After
Each line is matched to the PO (and the goods-received note if you use one). Price, quantity and VAT differences are flagged with the reason.
Keying into your accounts or ERP
Before
Matched invoices are typed into Sage, Xero, QuickBooks or the ERP by hand.
After
The bot posts the invoice to the right supplier and nominal codes, through the API or the screen, with a record of what it entered.
Exceptions and queries
Before
Mismatches are found late, after the invoice is paid or the supplier chases.
After
Only the invoices that don't match go to a person, with the PO and the difference side by side.
Builders' merchants and wholesalers
Hundreds of supplier invoices a month, each with many lines. Nova matches every line to the PO and flags price changes before they're paid.
Plant, tool and equipment hire
Hire periods, part-weeks and damage charges make invoices hard to check by eye. Nova checks each invoice against the agreed rate and the hire dates on the order.
Distributors buying from many suppliers
Every supplier lays their invoice out differently. Nova reads them all, so you don't need suppliers to change anything or use a portal.
Month-end and payment runs
With invoices keyed and matched as they arrive, the payment run is ready on time and the only open items are real queries.
Invoices keyed the day they arrive, pricing errors caught before payment, and your accounts team checking exceptions instead of typing. We measure it against your current volume, time per invoice and error rate.
Questions we're asked
Does it work with Sage, Xero, QuickBooks or our ERP?
Yes. Where the system has an API we use it; where it doesn't, the bot uses the screen the way your team does. We confirm which in the free automation check.
Do our suppliers need to change anything?
No. The bot reads invoices as they arrive today, PDFs, scans and emails, in whatever layout each supplier uses.
What happens when an invoice doesn't match the PO?
It isn't posted. It goes to a person with the PO and the difference shown side by side, so it can be queried with the supplier straight away.
How do we start?
A free 30-minute automation check: we look at a sample of your invoices and POs and tell you what can be automated. The first firms get a free 2-week pilot.
If that's the constraint worth removing, apply.
We review every application ourselves and respond within two working days. If there's a fit, we start with a diagnostic to confirm where the real bottleneck is.