Kaia Accounts Payable
Part of Kaia Finance →Invoice-to-pay, closed end to end — through disbursement, on your own rails.
Kaia Accounts Payable is an agentic invoice-to-pay engine that runs capture, match, code, approve, govern, pay and reconcile as one governed run — with tenant isolation enforced in the database and a replayable, audit-defensible reasoning trace on every decision. Payment runs on your own rails, through your ERP: Kaia presents every release to your Treasury and never moves money by itself.
Where it stands: The governed cycle runs today in the Kaia portal — a batch or a single invoice, in Step or Auto-pilot — with deterministic two- and three-way matching, the eight control floors and their signatures, five role-native seats and the corrections loop. The trained accounts-payable model's accuracy is measured and published with its method. The interactive journey below is a simulation, labelled as such.
Designed for Your Role
Five seats. Segregation of duties as architecture.
Record, authorize and execute are never held by one actor — human or agent. Each seat gets a purpose-built operating surface, and the boundaries between them are enforced by the engine, not by policy.
The intake desk of the payment cycle, invoice by invoice across the load
Load the invoices into the payment cycle, check each classified disposition, and let matched invoices flow — or raise an exception with its evidence attached. Cannot clear its own exceptions, and cannot authorize or release a payment.
The exception tail is where AP labor actually lives — cleared with evidence attached
Dispose every match exception — cleared, returned, or escalated, always on the record — and route by delegation-of-authority band. Force-match and pay-without-PO stop at a control floor as signed, evidenced overrides.
Coding correctness and the reconciliation verdict — the detective control above the stages
Own material coding judgments that touch financial-reporting controls, and the reconciliation review of every released run. Preparer and reviewer are never the same person; the Controller does not release payments.
The seat that polices the controls holds none of the duties it polices
Adjudicate every sanctions hit, approve new vendors and bank-detail changes behind the two-person and out-of-band floors, and decide whether an override stands. Cannot record, code, authorize or execute a payment — and cannot disable a floor.
Payment runs on your own rails — Kaia presents every release and never moves money
Release every disbursement at the floor and hold manual and off-cycle wires to the strictest control. Cannot record or code an invoice, cannot create a vendor, and cannot release past a sanctions block.
Full Lifecycle
One payment cycle. One governed run.
Capture & Match
Every invoice in the load classified to its disposition, then matched two-way and three-way against the purchase order and receipt.
Code & Approve
Coding proposed per line with the Controller owning correctness, then routed by delegation-of-authority band.
Control & Pay
Segregation of duties, duplicates, sanctions and vendor controls — then every disbursement presented to Treasury for release at the floor; payment runs on your own rails.
Reconcile
The Controller reviews the released run against the decision record kept for every disbursement, preparer separate from reviewer; the bank-statement tie-out runs in your ERP.
The Control Floors
Eight halts an agent may prepare for, and never finalize.
Sourced from real AP control failures, not from a policy document. Unwaivable even by configuration — “stopped at the floor” is correct behavior, not a failure.
Release at or above the delegation-of-authority threshold. Dual sign-off at mid bands, triple at or above the top band. Money movement is the most consequential, least reversible action on the platform — the engine prepares and evidences it; a person makes it.
A two-person rule. A vendor record is the gateway every future payment passes through — creating one is never a single-actor action, human or agent.
Out-of-band verification — a callback to a known contact before the change stands. The leading business-email-compromise fraud vector: a changed bank detail is treated as hostile until verified out of band, and no in-band confirmation releases it.
Force-match and pay-without-PO exist only as signed, evidenced exceptions. An override is the control system yielding — it must leave a signature and its evidence, and an agent never finalizes its own exception.
Every payee screened against the U.S. sanctions list, again at release. Sanctions liability is strict — intent is irrelevant. A hit blocks the payment outright and never auto-releases; adjudication is human by design, on domestic payments too.
Duplicate and anomalous disbursements are recoverable-loss events. The engine flags and holds; only a person decides whether the payment is real.
Coding that touches internal control over financial reporting. A material miscoding is a control failure, not a data-entry slip — it carries the Controller's signature before it stands.
Manual and off-cycle wires bypass the cycle's systemic controls, so they are held to the strictest control unconditionally and never auto-released.
The Learning Loop
Every correction makes the system smarter.
AI Runs the Cycle
The invoice load enters as one governed run. The engine captures, matches, codes, routes and prepares each payment — and halts the flagged item while the rest of the cycle continues.
Finance Acts
The AP Manager clears exceptions with evidence, the Controller signs material coding, Controls adjudicates sanctions and overrides, and Treasury releases at the floor.
System Learns
Each correction — a cleared exception, a recoded line, a rejected release — is reviewed, approved and applied on the next run, inside your own tenant. Improvement is measured per engagement and published only as measured.
Accounts Payable Differentiator
The field splits cleanly — here is where Kaia stands.
Payment suites move the money on their own rails, inside their own network; the newest entrants deliberately record rather than pay. Kaia keeps payment on your rails and through your ERP, stops every disbursement for a Treasury signature, and puts the evidence behind every decision on the record. The AP outcome is still delivered by labor — Kaia runs the cycle that labor runs today.
Your rails
Kaia Never Moves Money
Payment runs on your rails, through your ERP, which stays your system of record. Kaia presents every release to your Treasury in the Kaia portal and never moves money by itself; the release and its evidence go to your ERP through the prebuilt connectors. Direct-to-bank release is an option we configure for clients who want it. Your data is isolated at the database by row-level security.
Batch
The Operating Reality
An invoice load is one governed run by default — an enterprise AP desk never processes one invoice at a time. Controls apply per invoice inside the batch: the engine halts the flagged item and the rest of the cycle continues.
Replayable
Audit-Defensible Trace
Every decision in the run — classification, match, coding, routing, control disposition, release — replays end to end with its inputs and its reasoning, assembled for internal audit and external assurance.
ERP Coexistence
Kaia sits alongside your ERP — not instead of it.
Your ERP stays the ledger of record — no migration, no rip-and-replace. Kaia adds the governed layer around it: disposition, matching, coding proposals, control evidence and the release decision, each with its reasoning on the record. Connecting your ERP is configured in the engagement, on Kaia's connector framework for SAP, NetSuite and Concur.
Same Intelligence Engine · Every Kaia Product
Walk the journey.
Run a payment cycle in the interactive journey. Clear an exception. Watch a control floor hold the flagged payment while the rest of the load keeps moving. The journey is simulated and labelled as such.
Kaia Accounts Payable Process
7-Stage Invoice-to-Pay Spine
Capture, match, code, approve, govern, pay and reconcile — one governed engine, with a replayable reasoning trace on every decision.
Kaia runs process preparation, routing, evidence assembly, and correction learning; authorized finance owners retain final authority over coding, approval, and money movement.
Capture
The digital mailroom: invoices reach the queue the way this workspace is wired — attached at the door as PDF, scans (read by OCR), and email exports (.eml), pasted as source text, or submitted through the keyed intake API (single + batch); network and ERP intake is configured per engagement under Administration → Integrations & APIs. Each invoice is classified to its disposition — pay straight through, exception, held, or blocked — with a confidence score and the reasoning behind it. The load enters as ONE governed run; a single invoice is a mode of the same engine.
The replayable audit trail on every decision opens at capture, not at payment.
Match
Deterministic amount-only, two-, and three-way matching against purchase order and goods receipt within configured tolerance bands — the control that makes an invoice payable. Every failed match raises an exception carrying its evidence (price, quantity, tax variance) to the AP Manager’s desk; the flagged invoice halts while the rest of the load continues.
Control granularity is per invoice INSIDE the batch — item-level halts, the cycle proceeds.
Code
General-ledger coding proposed for every invoice in the load. The engine and the clerk propose; the Controller owns correctness — a coding judgment that touches financial-reporting controls stops for the Controller’s signature.
ICFR — material coding carries the Controller’s signature before it stands.
Approve
Every invoice routes by delegation-of-authority band — AP Manager, then Controller — by amount; a release at or above the top band needs the triple signature set at Pay. The bands sit above a floor no configuration can waive.
Govern
The segregation spine and the fraud floors: record, authorize, and execute never sit with one actor — human or agent. Sanctions screening of every payee against the U.S. sanctions list, two-person vendor creation, out-of-band verification of bank-detail changes, duplicate/anomaly holds, and every override standing only as a signed, evidenced exception.
Sanctions liability is strict — a hit blocks outright; only a person releases it.
Pay
THE floor. The run stops here in both Step and Auto — force-stop, never force-finalize. Every disbursement is presented to Treasury for release, and a recorded credentialed signature releases the halt. Payment runs on the customer’s own rails, through its ERP, which stays the system of record — Kaia stages, holds, and stops, and never moves money by itself. Domestic payments only at launch.
A non-waivable halt on money movement that no configuration can disable.
Reconcile
The close of the invoice-to-pay loop: the Controller reviews the released run against the decision record kept for every staged disbursement — the preparer is never the reviewer, and Treasury reads without editing. Duplicate and erroneous payments are caught before release; the bank-statement tie-out runs in the customer’s ERP.
Measured, and published as measured
92.75% exact disposition accuracy · 100% sanctions-screening recall
The trained accounts-payable model, measured internally on 1,200 held-out records across 35 distinct documents — a frozen evaluation set, never used in training. Method and full results →
Operating figures — touchless rate, cost per invoice, cycle time — are published only once measured on a live engagement.