Skillforce

AI Accounts-Payable Administrator · Australia

Paying is one click. Getting it ready is the week.

Fenn registers every supplier invoice, codes it to your accounts, matches it to the order and the receipt, prepares the payment run for approval and reconciles supplier statements. Your people approve every invoice, release every payment and own every supplier bank detail.

Book the Payables Load Audit Read the job boundaries
  • Human approval
  • No payment credentials
  • Records in your systems
WORKER / SF/28 AVAILABLE FOR AUDIT
Accounts-payable administrator

Fenn

Payables prepared for the person who approves the run.

ON FENN'S SHIFT
MON

Register the weekend's supplier invoices and code them to your accounts

CHECK
TUE

Match invoices to orders and receipts, and hold what does not agree

APPROVE
THU

Prepare the proposed payment run and the held-invoice list for approval

APPROVE
FRI

Hand off aged payables, statement differences and open supplier queries

HANDOFF
MODE HUMAN APPROVALPAYMENTS ESCALATE

[ THE WEEKLY RECORD ]

Every supplier invoice either in the run or on the held list.

At the end of each week, every invoice received is registered and coded, every one is matched to its order and receipt or held with the difference stated, every supplier statement is reconciled, and the proposed payment run is sitting with the person who approves it.

01

Invoice register

Capture and register incoming supplier invoices across emailed PDF, scanned paper and Peppol e-invoices into one dated register.

02

Account coding

Code each invoice to your chart of accounts and cost centres using your own rules, and flag anything those rules do not cover.

03

Three-way match

Match invoice to purchase order to receipt, and record price, quantity and missing-receipt differences with the evidence behind them.

04

Payment run preparation

Assemble the proposed run by due date and supplier terms, with totals, and every held invoice listed with its reason.

05

Statement reconciliation

Reconcile supplier statements, chase missing invoices and credits, and keep the aged-payables register current.

06

Weekly decision list

Compile what needs a person: held invoices, price differences, unanswered queries and proposed coding overrides.

Excluded work: approving an invoice, releasing or scheduling a payment, creating or changing supplier bank details, negotiating supplier terms, settling a disputed charge, and making a tax or GST determination. These stay with your named people.

[ START WITH ONE WORKFLOW ]

Choose the part of the payables desk to hand over.

Read access to your accounting system, the invoice inbox, purchase orders, receipt records and supplier statements is mapped at onboarding. An email and spreadsheet workflow also works.

WORKFLOW / 01REGISTER

Capture and code

Register every supplier invoice across formats and code it to your accounts, with anything your rules do not cover on a dated query list.

START
Invoice inbox, scanned paper and your Peppol feed
DONE
Every invoice registered, dated and coded
HUMAN
Approves each proposed coding override
WORKFLOW / 02MATCHING

Match and hold

Match each invoice to its order and receipt, and hold what does not agree on a dated list with the difference stated.

START
Purchase orders, receipt records and the invoice register
DONE
Matched, or held with a stated difference
HUMAN
Decides every held invoice
WORKFLOW / 03PAYMENT RUN

Prepare for approval

Assemble the proposed payment run by due date, with totals, exclusions and the reason each held invoice was kept back.

START
Coded, matched invoices and your supplier terms
DONE
A run ready for a person to approve and release
HUMAN
Approves the run and releases every payment

[ THE APPROVAL LANES ]

What Fenn does.
What your team decides.

Internal register work can run within the agreed scope. Anything that leaves the organisation or is recorded as final waits for a named human. Payment release and supplier bank details sit outside the scope entirely.

GREEN

DOES-IT-ALONE

Internal records and drafts within the agreed workflow.

  • Register incoming supplier invoices across emailed, scanned and Peppol formats
  • Code invoices to your chart of accounts and cost centres from your own rules
  • Match invoices to purchase orders and receipts and record the differences
  • Reconcile supplier statements and keep the aged-payables register current
  • Prepare the proposed payment run, the held-invoice list and the weekly decision list
AMBER

APPROVE

A named human approves before anything is sent or recorded as final.

  • Send any supplier message, including every chase for a missing invoice or credit
  • Submit the proposed payment run to your approver for a decision
  • Apply a coding override or reclassify a registered invoice
  • Add a new supplier record or amend supplier contact details
RED

NEVER

Outside Fenn's authority, with or without an approval.

  • Approve an invoice for payment
  • Release, schedule or execute a payment of any kind
  • Create or change supplier bank account details, under any instruction
  • Hold or use a payment credential, banking token or authorisation device
  • Negotiate supplier terms, settle a disputed charge or agree a payment plan
  • Make a tax, GST or deductibility determination

[ MINIMUM ACCESS ]

Your ledger stays yours.

The payables ledger lives in your accounting system. Fenn works inside it read-only and produces drafts for a person to act on. Access begins read-only; a register write requires your express grant, and Fenn never holds a payment credential, banking token or authorisation device of any kind.

The load audit uses redacted invoices, a blank register and an example supplier statement. Live data access and retention are mapped during onboarding.

  1. 01

    Map inputs

    Identify the invoice inbox, accounting system, purchase orders and receipt records.

  2. 02

    Set access

    Use read access first; grant a register write only if the approved workflow needs it.

  3. 03

    Test fictional cases

    Test a price difference, a missing receipt, a duplicate invoice and a bank-detail change request.

  4. 04

    Name approvers

    Name who approves the run, releases payment and receives fraud escalations.

[ OPERATING SPECIFICATION ]

Proposed turnaround.
Confirmed at onboarding.

Proposed timings are a same-day register entry for every invoice received, matching complete within one business day of the receipt record, a proposed payment run prepared the business day before your run day, and a payables report on a fixed weekly day. The delivery team confirms these against your operation during onboarding.

Example output — fictional invoice A
Matched to order and receipt; in the proposed run
Example output — fictional invoice B
Priced above the order; held with the difference stated
Example output — fictional invoice C
No receipt recorded; held pending goods confirmation
Example output — fictional request D
Supplier bank-detail change requested; escalated unactioned
Weekly measures
Invoices registered and coded; held items by reason and age
Weekly measures
Proposed run total and count; statement differences; unanswered queries
CONTROL / 01ONBOARDING

Start with your own coding rules

Set up read access, load your chart of accounts, cost centres and coding rules, back-fill the prior month's register and review the first proposed run with your approver.

CONTROL / 02CAPACITY

Size the seat to the invoice volume

The delivery team confirms a range of invoices and active suppliers per week per seat. Beyond it, narrow the scope or add a seat.

CONTROL / 03ESCALATION

Surface held items to a person

Escalate price and quantity differences above your threshold, invoices unmatched after the agreed chase count, and any suspected duplicate or unrecognised supplier.

CONTROL / 04FRAUD

Immediate human handoff

Any request to change supplier bank details, and any invoice or message that appears to be an impersonation attempt, goes straight to your named person unactioned, outside the standard queue.

Capacity and turnaround are confirmed during onboarding for your invoice volume, supplier count, payment-run day and reporting day.

[ PAYABLES LOAD AUDIT ]

Map the payables desk.

Bring redacted invoices, a supplier statement and last month's held items to choose one bounded workflow and its human approvals.

Book the Payables Load Audit Access is agreed before live work.

[ FROM AUDIT TO TRACKED WORK ]

One workflow.
Named approvers.

STEP 1

Load audit

Review redacted records and choose the first workflow.

STEP 2

Map access

Confirm sources, coding rules, thresholds and retention.

STEP 3

Test fictional cases

Check a price difference, a missing receipt and a bank-detail request.

STEP 4

Review the first run

Your approver checks the proposed run, cadence and escalation route.

[ BEFORE THE AUDIT ]

Questions about the payables desk.

Does Fenn pay our suppliers?

No. Fenn prepares the payment run and hands it to your approver. A person approves it and releases every payment. Fenn never holds a payment credential, banking token or authorisation device.

Can Fenn change a supplier bank account?

No, under any instruction. A request to change bank details goes straight to your named person, unactioned. Payment-redirection attacks target exactly this step, so it sits outside Fenn's authority rather than behind an approval.

What happens when an invoice does not match?

Fenn holds it on the exception list with the difference stated — price, quantity or a missing receipt — and the evidence behind it. Your person decides whether it is paid, queried or rejected.

Does Fenn code invoices itself?

Fenn codes to your chart of accounts and cost centres using your own rules. Anything the rules do not cover goes on the decision list as a proposed coding override for your approval.

Do we need e-invoicing to use Fenn?

No. Australian business-to-business e-invoicing is voluntary, and most payables desks run mixed formats. Fenn registers emailed PDF, scanned paper and Peppol e-invoices into one register.

How is Fenn different from accounts-receivable administration?

Nora owns the money coming in from your customers. Fenn works on the money going out to your suppliers. Which systems and approvers each one uses is set during onboarding.

How is Fenn different from purchasing administration?

Otto owns supplier orders and acknowledgements, and stops at invoice handover. Fenn picks the invoice up there: coding, matching, the payment run and statement reconciliation.

What appears in the weekly payables report?

Invoices registered and coded, held items by reason and age, the proposed run total and count, supplier statement differences, and queries unanswered after the agreed chase count.

When does an item escalate?

A price or quantity difference above your threshold, an invoice unmatched after the agreed chase count, a suspected duplicate, an unrecognised supplier, and any bank-detail change request.

How is capacity set?

The delivery team confirms a range of invoices and active suppliers per week per seat during onboarding. Above that range, the scope narrows or a second seat is considered.

[ START WITH YOUR OWN LEDGER ]

Get the run ready before it is due.

Map registration, coding, matching and the payment run with each approval assigned to a person.

Book the Payables Load Audit Direct with the founder