Plavno
Cases
From AI PoC to Production: Agentic Accounts Payable Automation

From AI PoC to Production: Agentic Accounts Payable Automation

An AI proof of concept that went from a 3-week PoC to a production agent processing supplier invoices end-to-end, with matching, exception handling and ERP posting under human approval.

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3 weeks

PoC to go/no-go decision

Fixed-scope PoC on real invoices

PoC

Real data

Decision gate

70–85%

Invoices processed touchless

Extraction + 3-way match + auto-posting

Touchless

3-way match

ERP

60–75%

Lower cost per invoice

Fewer manual touches and re-keys

Cost per invoice

AP ops

5–7 days → 1 day

Invoice cycle time

Parallel agents, instant exception routing

Cycle time

Early-pay discounts

Ready-made Solution

A PoC Built to Reach Production

Most AI pilots stall after the demo. Our AI PoC development is scoped around one production decision: does it work on your real documents, inside your ERP, at your volume?

PoC on 2,000 real supplier invoices, not samples
Success criteria agreed before the first line of code
Same architecture from PoC to production, no rebuild
Agents that act in the ERP, with humans approving exceptions

AI PoC

Agentic AI

Invoice processing

ERP

Problem

A US industrial distributor with ~$450M revenue processed 15,000 supplier invoices a month by hand.

Results:

AP team re-keying invoices from PDFs and emails
Missed early-payment discounts and late fees
Duplicate and mismatched payments found only at audit
Two earlier AI pilots that never left the demo stage

Challenge

Prove accuracy on messy, multi-format invoices before any budget for build
Match invoices to POs and receipts across 3,000 suppliers
Post into the ERP safely, with approvals and a full audit trail
Move from PoC to production without re-architecting

AI-driven development

Solution

Plavno delivered a fixed-scope AI proof of concept and then a production system of cooperating agents, built with our AI agents development and AI automation services teams.

Product Highlights

Intake agent: collects invoices from email, portals and EDI
Extraction agent: reads PDFs and scans into structured fields with confidence scores
Matching agent: 3-way match against PO and goods receipt, with tolerance rules
Exception agent: routes mismatches to the right buyer with a drafted explanation
Posting agent: creates the payable in the ERP after policy checks
AP dashboard: queue, aging, discounts captured and agent accuracy

User Flows

Touchless: invoice in → extract → match → post → schedule payment
Exception: mismatch → buyer notified with context → approve or correct → post
Audit: every agent step logged with source document and decision reason

Experience & Scale

Works across supplier invoice layouts without templates
Human approval thresholds by amount and supplier risk
Scales by adding agent workers, not AP headcount

Architecture Overview

Deep Dive: Project Architecture

Ingestion: email, supplier portal and EDI connectors into an event queue
Document AI: OCR plus LLM extraction with structured outputs and field-level confidence
Agent orchestration: LangGraph workflow, one agent per step, shared state
Policy engine: tolerance, approval and segregation-of-duties rules
ERP integration: read POs and receipts, write payables via API
Evaluation: golden set of invoices re-run on every model or prompt change
Observability: traces, accuracy and cost per invoice

Challenges

Hard Problems We Solved

PoC that predicts production

The PoC used real invoices and production-grade architecture, so its accuracy held at scale.

Messy documents

Multi-page, handwritten and multi-currency invoices handled with confidence-based fallbacks.

Safe autonomy

Agents post only inside policy; anything else waits for a named approver.

Change management

AP staff moved from data entry to exception review with a clear queue.

Data Protection

Security & Privacy

Financial data protection

Encryption in transit and at rest, PII and bank details masked in logs.

TLS 1.3

Encryption

Masking

MVP

Segregation of duties

Agents can propose but not approve payments; RBAC mirrors the finance org.

RBAC

SoD

Approvals

MVP

Audit-ready trail

Every extraction, match and posting stored with source and reason.

Audit log

SOX-ready

Traceability

MVP

Benchmarks

Scale & Reliability

Horizontal agent workers

Queue-based workers scale with month-end volume peaks.

Autoscaling

Queues

Month-end

Idempotent posting

No double payments on retries or partial failures.

Idempotency

Retries

DLQ

Model fallback

Secondary model and human queue when confidence drops.

Fallback

Confidence

Human queue

Continuous evaluation

Regression suite blocks releases that lower accuracy.

Evals

Quality gates

Industries & Use Cases

Industry Expertise. Real-World Impact.

Explore how we combine industry knowledge and AI-first engineering to solve complex business challenges across sectors.

AI Software Development

Empower your business with custom AI agents, predictive analytics, and automation that deliver real results.

Agentic AI Solutions: Build voice/chat agents with memory, reasoning, and adaptive workflows.
RAG & LLM Integration: Combine internal knowledge with LLMs for faster, context-aware answers.
AI Infrastructure: Deploy scalable, secure MLOps pipelines and vector databases.

Logistics & Supply Chain

Optimize operations with predictive logistics and AI-driven fleet management.

Smart Tracking: Real-time shipment visibility and anomaly detection.
Voice Dispatch Agents: Automate routing and incident reporting.
Demand Forecasting: AI-based optimization of inventory and deliveries.

Manufacturing & Industrial (IIoT)

Increase efficiency, safety, and uptime through connected AI and IoT systems.

Predictive Maintenance: Detect failures before they happen.
Digital Twins: Simulate production lines for optimization.
Smart Factory Automation: Real-time analytics across industrial assets.

Delivery Crew

Project Team

High-performing developers for growing companies

Jonas

DevOps / SRE

Automates infrastructure with Terraform and CI/CD. Manages EKS scaling, monitoring, and 99.9%+ reliability targets

EKS

Terraform

CI/CD

Observability

SLOs

Erik

Security Engineer

Implements secure authentication and access control. Specializes in SSO/SAML, RBAC, and secrets management.

SSO

SAML

RBAC

Vault

Security

Clara

QA Lead

Leads QA strategy and automation across API/UI. Uses PyTest and Playwright for test coverage, performance, and security checks.

Automation

Playwright

Cypress

Performance

Martin

Data Engineer

Owns data pipelines and analytics infrastructure using ETL and dbt. Experienced with ClickHouse, Redshift, and BI metric stores.

ETL

dbt

ClickHouse

Redshift

BigQuery

Sofia

Integrations Engineer

Develops integrations with EHR, CRM, and productivity tools. Works with FHIR/HL7, Salesforce, HubSpot, and calendar APIs.

FHIR

HL7

Salesforce

HubSpot

Calendars

Webhooks

Tomas

Realtime / RTC Engineer

Implements low-latency RTC pipelines. Expert in WebRTC, SIP/IVR, and call infrastructure with Twilio and Genesys.

WebRTC

SIP

IVR

Twilio

Genesys

Alex

Backend Lead

Builds scalable backend services in Python and Node.js. Designs domain-driven APIs with FastAPI, Postgres, and Kafka eventing.

Python

FastAPI

Node.js

Postgres

Kafka

.NET

Eugen

Mobile Lead

Delivers native-quality apps with React Native for iOS and Android. Specializes in offline mode, push notifications, and deep links.

React Native

iOS

Android

Offline

Push Notifications

Emma

Frontend Engineer

Implements reusable UI components, forms, validation, and analytics. Ensures high-quality user experience with i18n support. 

React UI

Library

Forms

Validation

Analytics

i18n

Viktor

Frontend Lead

Architects performant frontends with TypeScript and React/Next.js. Focused on SSR, accessibility, and real-time WebSocket/WebRTC clients.

TypeScript

React

Next.js

SSR

WebRTC

Pavel

Telephony Architect

Implements secure authentication and access control. Specializes in SSO/SAML, RBAC, and secrets management.

Telephony

SIP

QoS

Routing

IVR

Irina

Clinical NLP Specialist

Maps medical language to SNOMED and ICD-10 taxonomies. Tunes triage protocols and red-flag symptom detection.

NLP

SNOMED

ICD-10 Clinical

Triage Taxonomy

Victor

RAG / Knowledge Engineer

Implements retrieval-augmented generation with FAISS and Pinecone. Optimizes re-ranking, grounding, and citation pipelines.

RAG

FAISS

Pinecone

Grounding

Re-rankers

Katarina

NLU & Orchestration Engineer

Designs dialog orchestration with LangGraph. Focused on intent detection, slot filling, and policy-based decision flows.

LangGraph

NLU

Dialog

Guardrails

Policies

Mikhail

ASR / Audio ML Engineer

Builds low-latency streaming ASR and audio ML pipelines. Expertise in diarization, VAD, and acoustic optimization.

ASR

Audio

ML Conformer

Diarization

VAD

Anton

Analytics Lead

Builds funnel and performance dashboards. Tracks TTA, FCR, CSAT metrics and leads A/B testing.

LangGraph

NLU

Dialog

Guardrails

Policies

Alex

Solution Architect

End-to-end solution design, cloud security, and scaling expert. Experienced in distributed systems and microservices architecture.

AWS

GCP

Kubernetes

Terraform

gRPC

REST

Michael

Project Manager

Manages agile sprints, risk assessment, and quality control. Coordinates cross-functional teams and multi-vendor collaboration.

Scrum

Agile

Risk

Management

Quality

Coordination

Anastasia

UX/UI Lead

Designs accessible, multilingual interfaces and user flows for patients and representatives. Expert in design systems and Figma prototyping.

UX/UI

Accessibility

Figma

Design Systems

UX Research

UX Audit

Eugene Katovich

Sales Manager

Have an AI pilot that never reached production?

We scope PoCs around the production decision.

Talk to an Expert

Gain the Edge

Key Performance Flow

From PoC to production: prove, harden, launch, scale

Prove

3-week PoC on real invoices against agreed success criteria

Harden

Policy engine, ERP integration, evaluation suite

Launch

One business unit live with human approval on all postings

Scale

Thresholds raised as accuracy is proven; more entities added

Delivery & Automation

Touchless invoice flow
Exception routing with drafted context
AP dashboard and audit log

Throughput & Scale

Month-end peak handling
Multi-entity, multi-currency
Cost per invoice tracking

AI & Agent Stack

Document extraction with confidence scores
Multi-agent orchestration with shared state
Policy-checked ERP actions

Fulfillment Process

Implementation Roadmap

Our strategic development phases from MVP to advanced real-time capabilities

Weeks 1 – 3

PoC on real invoices, accuracy report, go/no-go

Weeks 4 – 7

Matching and policy engine, ERP read/write, evaluation suite

Weeks 8 – 10

Pilot business unit, human approval on all postings

Weeks 11 – 14

Touchless thresholds, more entities, handover

Results

Real outcomes from production — speed, accuracy, and scale

85% touchless rate

on supplier invoices

75% lower cost per invoice

Cycle time cut to 1 day,

capturing early-payment discounts

Duplicate payments caught

before posting

AP team refocused

on supplier relationships and exceptions

Tools We Used

Technology stack

Document AI

OCR

LLM extraction

Structured outputs

Orchestration

LangGraph

Python

FastAPI

Infra & governance

AWS

Observability

Eval suite

CI gates

Integrations

ERP APIs (NetSuite / SAP / Dynamics)

EDI

Data audit

PostgreSQL

Kafka

Object storage

LLMs

OpenAI / Claude via gateway

Fallback model

Project Estimator

Answer several questions and get a free estimate

The estimated time to launch the product
Clear vision of functionality you need
15% discount on your first sprint

Get AI Estimate

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Frequently Asked Questions

Quick Answers

Find answers to your common concerns

How is an AI PoC different from a demo?

It runs on your real data and systems against success criteria agreed upfront, and ends with a go/no-go decision.

How long does an AI proof of concept take?

Typically three weeks for one process.

Will the agent post payments on its own?

Only within the thresholds you set; everything else goes to an approver.

Which ERPs do you support?

Any ERP with an API; NetSuite, SAP and Dynamics are common.

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About Plavno

Why choose Plavno?

Proven by our
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Senior engineers + proven AI components to accelerate time-to-value.

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From MVPs to enterprise platforms at global scale.

Full-stack Team

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Testimonials

We are trusted by our customers

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The 3D configurator has received positive feedback from customers. Moreover, it has generated 30% more business and increased leads significantly, giving the client confidence for the future. Overall, Plavno has led the project seamlessly. Customers can expect a responsible, well-organized partner.

Sergio Artimenia

Commercial Director, RNDpoint

“We appreciated the impactful contributions of Plavno.”

Plavno's efforts in addressing challenges and implementing effective solutions have played a crucial role in the success of T-Rize. The outcomes achieved have exceeded expectations, revolutionizing the investment sector and ensuring universal access to financial opportunities

Thien Duy Tran

Product Manager, T-Rize Group

“We are very satisfied with their excellent work”

Through the partnership with Plavno, we built a system used by more than 40 million connected channels. Throughout the engagement, the team was communicative and quick in responding to our concerns. Overall, we were highly satisfied with the results of collaboration.

Michael Bychenok

CEO, MediaCube

“They have a clear understanding of what the end user needs.”

Plavno's codes and designs are user-friendly, and they complete all deliverables within the deadline. They are easy to work with and easily adapt to existing workflows, and the client values their professionalism and expertise. Overall, the team has delivered everything that was promised.

Helen Lonskaya

Head of Growth, Codabrasoft LLC

“The app was delivered on time without any serious issues.”

The MVP app developed by Plavno is excellent and has all the functionality required. Plavno has delivered on time and ensured a successful execution via regular updates and fast problem-solving. The client is so satisfied with Plavno's work that they'll work with them on developing the full app.

Mitya Smusin

Founder, 24hour.dev

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From AI PoC to Production: Agentic Accounts Payable Automation

A PoC Built to Reach Production

Problem

Challenge

Solution

Product Highlights

User Flows

Experience & Scale

Deep Dive: Project Architecture

Hard Problems We Solved

PoC that predicts production

Messy documents

Safe autonomy

Change management

Security & Privacy

Financial data protection

Segregation of duties

Audit-ready trail

Scale & Reliability

Horizontal agent workers

Idempotent posting

Model fallback

Continuous evaluation

Industry Expertise. Real-World Impact.

AI Software Development

Logistics & Supply Chain

Manufacturing & Industrial (IIoT)

Project Team

Have an AI pilot that never reached production?

Key Performance Flow

From PoC to production: prove, harden, launch, scale

Delivery & Automation

Throughput & Scale

AI & Agent Stack

Implementation Roadmap

Weeks 1 – 3

Weeks 4 – 7

Weeks 8 – 10

Weeks 11 – 14

Results

85% touchless rate

75% lower cost per invoice

Cycle time cut to 1 day,

Duplicate payments caught

AP team refocused

Technology stack

Document AI

Orchestration

Infra & governance

Integrations

Data audit

LLMs

Answer several questions and get a free estimate

You Might Also Need

AI Automation Service

AI Assistant Development

RAG Development Services

AI Voice Assistant Development

Quick Answers

How is an AI PoC different from a demo?

How long does an AI proof of concept take?

Will the agent post payments on its own?

Which ERPs do you support?

How We Solved Similar Challenges

Enterprise Employee Support & Information Retrieval Agent

Knowledge Graph & Semantic Product Intelligence Platform for a Global Industrial Equipment Manufacturer

AI Agent for Carrier Procurement & Load Matching

Why choose Plavno?

AI-first Delivery

800+ Projects Delivered

Full-stack Team

We are trusted by our customers

This is what will happen, after you submit form

Need a custom consultation? Ask me!

Get the Full Case Study

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