Tungsten AP Essentials
AP Essentials is a cloud service for intelligent document processing (IDP + basic AP workflow). It allows you to quickly automate the receipt, data extraction, validation, and approval of invoices from various sources without complex integration or a heavy IT burden. The solution is scalable—from basic data extraction to matching and exception management—and is available 24/7 via a web interface.
Rapid deployment
We can get our solution up and running very quickly. Deployment typically takes a matter of days, or a few weeks at most—with no hardware investment and no demanding maintenance.
High extraction success rate
The system has a high success rate (95%+) for extracting header and line-item data, even for invoices it is processing for the first time. Advanced OCR is designed for complex invoice layouts and can even handle handwriting.
Ready for international operations
Support for 40+ languages and regional formats (currencies, dates, code lists) simplifies invoice processing across countries and entities.
Stable performance through continuous learning
Models are continuously improved based on more than 60 million invoices processed globally each year — accuracy increases, while the number of exceptions and manual interventions decreases.
How AP Essentials works
AP Essentials covers the key steps of the accounting process from document receipt to entry into your ERP. It automatically processes invoices from various channels and formats in the cloud, extracts data, performs validations based on rules, and ensures matching against purchase orders and approval workflows.
A significant advantage is the combination of:
▪️online AI for extraction (including documents the system sees for the first time),
▪️validation according to your rules and exception management,
▪️dashboards and analytics that provide an immediate overview of invoice status and alert you to any discrepancies,
▪️low IT requirements (no hardware, minimal maintenance, updates handled by the service).
AP Essentials also supports modern e-invoicing formats: extracting data from XML, ISDOC, or two-layer PDF reduces the need for manual checks and corrections. For a quick start, it can also assist with Excel imports (e.g., suppliers, purchase orders) for automated validation and matching.
Document intake
Invoices (and potentially purchase orders) arrive from your usual sources. AP Essentials captures them and prepares them for a unified process. Documents can be uploaded as email attachments, via a web interface, the AP Essentials Connect application, or a public API. Uploading can be done one invoice at a time or in batches; if a single PDF contains multiple invoices, the service automatically splits it into individual documents.
Data extraction (AI / ML)
The system automatically extracts data from the document – from the header down to the line items. It can also work with e-invoices (e.g., XML, ISDOC, two-layer PDF), which minimizes the need for corrections. Extracted fields typically include the invoice number, date, and amounts, and at the line-item level, e.g., quantity, item code, description, and amount.
Validation and matching
A check is performed according to rules, with optional matching against purchase orders:
2-way matching: invoice ↔ purchase order
3-way matching: invoice ↔ purchase order ↔ delivery (receipt)
Including tolerances and exception handling.
Workflow, approval, and output to ERP
The invoice is submitted for approval according to the defined hierarchy and rules. Once completed, the result is passed to any ERP system (including posting, depending on the scenario). Export can be automated via ERP connectors; alternatively, transfer via SFTP, API, or AP Essentials Connect (typically for on-premise target systems) is available.
.avif)
Frequently Asked Questions
Here you will find answers to the most frequently asked questions about AP Essentials.
We process standard PDFs (both electronic and scanned) as well as structured e-invoices (e.g., XML, ISDOC, or two-layer PDFs). Image formats such as JPG/JPEG, PNG, and TIFF/TIF are also supported. In practice, this means you can send documents in the format they arrive in—the system converts them into a unified process, extracts the data, and prepares them for review, approval, and transfer to your ERP, with the goal of minimizing manual corrections and accelerating document processing.
Yes. The Premium edition extracts line-item data and supports purchase order matching in both 2-way (invoice ↔ purchase order) and 3-way (invoice ↔ purchase order ↔ delivery note/receipt) scenarios. It includes tolerance rules (e.g., variance limits) and automated re-running of selected checks.
The burden on your IT department is minimal because this is a cloud-based service—no investments in hardware or operational software are required, and there is no time-consuming maintenance or updating on your end. We tailor the integration to your specific systems and security policies: in addition to dedicated connectors for selected ERP platforms, data can also be transferred via API or secure file transfer (SFTP). Access and security can be managed through Single Sign-On (SSO) and two-factor authentication (2FA), ensuring the deployment aligns with your corporate standards.
Reference data can be retrieved by connecting to your existing systems (typically an ERP) or supplemented via Microsoft Excel imports. This is particularly practical for a quick start or for situations where you want to stabilize validations before implementing complex integrations. Imports are typically used to enable the system to automatically verify suppliers, purchase order numbers, line items, or limits, thereby speeding up matching and verification—so your accounting team doesn't have to handle routine checks manually, only the discrepancies.
The price depends on the chosen edition (Basic/Premium/Enterprise), the volume of documents, whether you need line-item processing and purchase order matching, the complexity of your approval and exception management workflows, and the type of ERP integration required. It typically makes sense to start with a simpler version (data extraction + basic validation) and gradually add advanced features. We would be happy to review your actual processes, goals, and priority pain points to propose a solution that delivers quick results while remaining scalable for the future.
Have any questions?
I am here to help
Kamil Dobřemysl
Account Manager
