How to Automate Invoice Processing Without the Complexity

Invoice processing automation involves using software to collect, extract, and record invoice data, allowing finance teams to spend less time on manual tracking and data entry.

But adopting it is not always straightforward. Many teams are unsure of what to expect. 

Will it catch the right data? 

Will they still need to double-check everything? 

And will it work with the systems they already use?

These questions arise because the current process, although clunky, feels familiar. But as volume grows, this patchwork starts to crack. 

One missed entry becomes a delayed payment. A delayed approval holds up a vendor. A misplaced file sparks an audit scramble. 

What once felt manageable now requires hours of follow-up and still leaves room for error. In this environment, automation can feel like an added layer to manage—one that might disrupt more than it helps.

In this blog post, we will discuss invoice processing automation and whether it is truly worth the switch for growing finance teams.

What Is Invoice Processing Automation?

Invoice processing automation uses software to capture invoices, match them to purchase orders, route them for approval, and log them for payment and audit—all in one system—without manual input at each step.

The goal is not to remove human oversight, but to eliminate the repetitive tasks that lead to delays, errors, and missed payments.

Why Manual Invoice Processing Is Breaking Down

Today, most finance teams still manage invoices manually:

• Invoice capture: Physical invoices are photographed or scanned; digital ones are downloaded from emails, vendor dashboards, or finance platforms. Teams manually collect and rename files to keep them organized.
• Data entry: Each invoice is entered line by line into spreadsheets or ERP systems, often including execution date, invoice date, vendor name, payment method, and category.
• Matching and validation: For larger companies, the invoice needs to be matched against a purchase order (PO) or payment record.
• Approval tracking: Approvals happen over email or Slack, leading to delays or missed steps, especially when multiple stakeholders are involved.
• Filing and storage: Files are uploaded to shared drives or folders, but naming inconsistencies and missing data make tracking difficult during audits.

And while this process works when invoice volume is low, it rarely stays that way. 

As companies grow—and teams spread across locations—managing incoming invoices becomes harder to track, approve, and reconcile. 

Finance teams know the current process does not scale. That is why many are now prioritizing automation. 

But even with that intent, adoption is slow.

57% worry about integration, 53% about team adoption, and 51% still use outdated systems.

The question is no longer “Should we automate?”

It is “Can we do it without making things harder?”

How to Automate Invoice Processing—Without the Overhead

You do not need a full system overhaul to fix invoice processing. 

Most delays and errors stem from the use of scattered tools, slow approvals, and a lack of context. Pluto brings these pieces together, without disrupting what already works. 

Here is how Pluto helps automate invoice processing without adding complexity:

1. Bring scattered invoices into one place

Invoices come from everywhere—some land in email threads, others are downloaded from vendor dashboards, and a few still arrive as paper slips. The finance team ends up saving files, renaming them, and manually entering details.

With Pluto, invoices can be forwarded by email, bulk uploaded, or even sent via WhatsApp. 

The platform uses optical character recognition to extract all the relevant fields—vendor name, amount, due date, and tax details—and structures them instantly. No formatting issues, no missed entries. 

The result? Less time spent collecting files, more time reviewing what matters.

2. Match invoices with purchase orders and requests

In manual workflows, matching an invoice to its purchase order or request requires digging through emails or hopping between systems. It is slow and error prone.

Pluto eliminates this by bringing purchase requests, purchase orders, and invoices onto a single platform, enabling three-way matching in the background. 

If something doesn’t align—wrong amount, missing purchase order—it flags the issue for review. That means fewer errors, cleaner audits, and less back-and-forth with vendors.

3. Route invoices for approval

In most setups, approval typically involves sending a Slack message, following up via email, and checking in a few days later. There is no visibility into what is pending or who is holding things up.

Pluto addresses this with a customizable, no-code approval workflow builder. 

Set rules by department, vendor, amount, or project—so invoices automatically go to the right people, in the right order. Everyone involved can see what is pending and what has already been cleared. 

No more bottlenecks, and no more guesswork.

4. Pay vendors or sync to your ERP

After approvals, invoices must still be paid and recorded. In manual processes, that means re-entering details into an enterprise resource planning (ERP) tool or uploading to a bank portal.

With Pluto, you can pay vendors directly with free international payments to 150+ countries or sync approved invoices into your ERP—whatever works best for your setup. 

Every transaction is logged in real time, giving finance teams a live view of payables without the need to manage spreadsheets or chase updates.

Automation That Fits Into Your Workflow

The right automation tool does not replace your finance team. It simply removes the slow, manual work that gets in their way, like digging through inboxes, chasing approvals, or copying data between tools.

It does not need to control every step, nor does it leave everything on autopilot. Instead, it creates just enough structure to keep things moving—so routine invoices are handled quickly, and the edge cases get the attention they deserve.

The result? Fewer delays. Fewer follow-ups. More time spent on actual decisions, not data entry.

Sign up for free and see how Pluto makes invoice processing simpler—without the chaos.