PeakGP Invoice · business value
Turn invoice keying into invoice checking.
Where PeakGP Invoice creates value for a Dynamics GP accounts payable team, how to put a number on it with your own figures, and how to prove it in a pilot before you commit.
Summary
Most of the time an AP clerk spends on a vendor invoice is not judgement. It is reading a PDF and retyping what is already printed on it: the vendor, the number, the dates, the amounts, the lines, then finding the purchase order and choosing the GL accounts. The judgement, the part that needs a person, is a small share of the effort.
PeakGP Invoice does the reading, matching and coding, checks the result against your own Dynamics GP, proves in a test run that GP will accept it, and queues it as Ready. The clerk's job moves from typing to confirming, and attention goes to the exceptions.
The value shows up in four places:
- Time. Less touch time on every invoice, which is capacity returned to the team.
- Accuracy. Fewer keying and coding errors, and duplicates caught before they are paid.
- Control. A consistent process, an audit trail, and the source PDF attached to every GP document.
- Speed. Invoices reach GP sooner, which helps accruals, discounts and vendor relationships.
How to read the numbers on this page
The figures in the calculator are illustrative defaults, not measured results and not a promise. Replace them with your own volumes, times and costs. The pilot section shows how to measure the real numbers in your shop.
The cost of retyping
For each invoice, a clerk typically has to:
- Open the PDF and find the vendor in GP, by name or by ID.
- Key the invoice number, dates, currency and amounts.
- Check that this invoice has not already been entered.
- For a PO invoice, find the PO, work out which line each charge belongs to, and check what has been received and billed.
- Choose a GL account for each line, split out tax and freight, and add up the lines to check the total.
- Put it in a batch and attach the PDF.
That is repetitive work with plenty of room for small errors: a transposed digit, the wrong vendor, a GL account that differs from last month, a duplicate that slips through. Each error costs more to fix later than it would have cost to avoid. The work is also uneven: it bunches up at month-end, depends on who is in, and takes new people a long time to learn vendor by vendor.
What PeakGP Invoice does
| Capability | What it means for the team |
|---|---|
| Reads the PDF with AI and finds the vendor from its tax ID, name or earlier choices | No keying of header data; vendor selection is done for you |
| Pre-fills GL accounts, tax detail, currency and freight from how that vendor was coded before | Coding becomes confirmation, and stays consistent between clerks |
| Creates a Non-PO invoice, a PO invoice (Receivings) or a credit memo, whichever the invoice is | One process for every kind of invoice, in the GP document your team already uses |
| Reads the PO from GP, shows its lines and what is billed and left, and remembers which PO line a vendor's wording belongs to | PO invoices, usually the slowest, open already matched, including drop-ship and blanket POs billed in phases |
| Checks totals, accounts, duplicates and the PO, then asks GP to build the document in a test run that is rolled back | Problems are found before upload, with the reason, instead of after posting |
| A ready queue with one-click upload, and a watched intake folder | Clean invoices go through in bulk; people spend time on the ones that need them |
| Attaches the PDF to the GP document and records who did what | An audit trail that an auditor, or the next clerk, can follow |
Where the value comes from
1. Time: touch time on every invoice
Time saved is the invoices you handle each month, multiplied by the minutes saved on each. Every step that PeakGP Invoice does for the clerk (reading, keying, finding the vendor, looking up the PO, choosing the account, adding up the total) comes off the touch time. What remains is reviewing, which is faster than creating. The ready queue goes further for clean invoices, because a clerk can confirm and upload many in one action.
The result is not necessarily fewer people. Often it is the same team handling growth, month-end peaks and absences without overtime or temporary staff, and spending the hours on exceptions, vendor questions and analysis.
2. Accuracy: fewer errors, fewer duplicates
Errors cost money in three ways: the time to find and fix them, the cost of paying the wrong amount or the same invoice twice, and the effect on vendor relationships when a payment is late or wrong. PeakGP Invoice reduces the opportunities for error by removing the retyping and by checking each invoice against your own data before it is created: the vendor is active, the accounts are active, the lines and tax add up to the total, the invoice number has not been used, and the PO belongs to this vendor and has something left to bill.
You can value this with the cost of an error in your shop (the time to correct it plus any payment you recover) multiplied by the errors you stop making. The calculator has a field for any extra monthly value you want to include.
3. Control: a consistent, auditable process
- Every invoice is treated the same way, whoever handles it.
- The source PDF is attached to the GP document, so supporting evidence is one click away.
- Who uploaded, saved and posted each invoice is recorded.
- Documents are created in unposted batches, so your existing review, approval and posting steps are unchanged.
- PO invoices go through Receivings, so purchase-order accruals are cleared the way GP expects.
4. Speed: invoices in GP sooner
When invoices reach GP sooner, month-end accruals are more complete, early-payment discounts are easier to catch, and vendors are paid on time. Value here is specific to your terms: if you miss discounts today because invoices wait in a queue, the calculator's extra-value field is the place to put what you would recover.
5. Scale: absorbing growth
Growth in volume normally means more people or more overtime. When touch time falls, the same team can take on more invoices, and new people become productive faster because the system supplies the vendor-specific knowledge (how this vendor is coded, which PO line its charges belong to) that otherwise lives in a veteran's head.
6. People: work worth doing
Typing from a PDF is not skilled work, and it is a poor use of someone who understands your vendors and your chart of accounts. Moving them to exceptions, queries and analysis improves the job as well as the output, and it makes the team less dependent on any one experienced person.
Put a number on it
Your volumes, your times, your costs.
Change any figure. The defaults are illustrative, and the calculation runs in your browser; nothing you type is sent anywhere.
Prove it in a pilot
The honest way to know what PeakGP Invoice is worth to you is to measure it on your own invoices. A pilot takes about six weeks and needs no change to how you post.
- Baseline (week 1). Time 50 real invoices, a mix of Non-PO, PO and credit memos. Note the errors and corrections you see. This gives you the "minutes today" figure.
- Install and tune (week 2). Install against your GP, load your vendors and accounts, and process a first batch with a clerk alongside.
- Run (weeks 3 to 6). Use it for real invoices from a representative set of vendors. Everything still goes through your normal review and posting.
- Measure. Compare against the baseline.
| Measure | How to read it |
|---|---|
| Touch time per invoice | Minutes with versus the baseline. This is the "minutes with" figure for the calculator. |
| Ready rate | Share of invoices that reach the ready queue without a person fixing anything. It rises as vendor memory builds up. |
| Corrections | Fields a clerk had to change. Shows where the reading or the coding needs tuning. |
| Duplicates and rejections caught | Problems found before upload that would otherwise have reached GP. |
| Invoice-to-GP time | How long invoices wait before they are in GP. |
| AI usage cost | What the AI provider charged for the pilot, per invoice, so you have the full cost. |
Agree the success criteria before you start, for example a target touch time and a minimum ready rate, so the decision at the end is about evidence.
Risks and how they are handled
| Concern | How it is handled |
|---|---|
| The AI misreads a field | A person reviews before anything is uploaded. Totals must add up, vendors and accounts must be active, and GP must accept a test run, so many misreads are stopped by the checks. The ready queue says what passed; it does not claim the reading was perfect. |
| Wrong GL coding | Coding comes from your own history for that vendor and is visible and editable on the review screen. New or unusual vendors show as needing attention. |
| Posting a bad transaction | Documents are created in unposted batches, through GP's own procedures, so your existing review and posting steps remain. |
| Where your data goes | The software and its databases run on your servers. Invoice PDFs, and when you use the assistant the invoice on screen and the GP lookups it asks for, are sent to the AI provider (Anthropic's Claude API) to be processed. See the privacy page. |
| Dependence on one vendor | Your invoices, vendor memory and audit trail are stored in your own SQL Server, and GP remains the system of record. |
Who it is for
A good fit: teams on Dynamics GP who key a steady flow of vendor invoices from PDFs, from a few hundred a month up, with one to ten people in AP, and who value a consistent and auditable process.
A weaker fit today: very low invoice volumes, where there is little keying to remove; invoices that already arrive as structured EDI; and shops where most PO invoices carry price variances or are in a foreign currency, which the tool does not post yet.
The tool has limits, and they are listed on the product page. We would rather you know them before the pilot than after.
Start with a pilot on your own invoices.
Tell us your monthly volume and how many people are in AP, and we will propose a pilot you can measure.