Case Study · Xtract · Accounts Payable Automation
Every vendor invoice coded, reconciled and posted, without an army
A Dubai-based multi-brand F&B group was keying roughly 2,000 pages of vendor and aggregator documents into Business Central every month: over 1,900 aggregator invoices and AED 2.8M in commissions a year, every invoice coded, split across cost centers and checked against vendor statements by hand. More than 60% of the finance team's time went to data entry. Xtract, the Zfense Labs Accounts Payable engine, now posts each document coded, allocated and reconciled in minutes, with anything unclear held for review.
Reading and posting are table stakes. The accounting judgment in between is where the engine lives: coding, allocation and reconciliation.
Not OCR: accounting knowledge, encoded
Reading a document is the commodity step. Xtract builds a knowledge graph from the company's own history of past invoices, prior postings and corrections, encoding which vendor maps to which cost centers, GL accounts, tax treatment and reconciliation rules. Every rule is visible and yours to tune. No black box. The judgment that used to live in a few people's heads becomes an asset the company owns, and the longer it runs, the sharper it gets.
Bundled charges, split by your own rules
One delivery platform, one month: 88 invoices, 130 lines across 15 outlets, each line coded to its outlet, classified for 5% VAT and reconciled back to the month's total. Bundled charges with no per-cost-center breakdown on the page, including special cases like prepaid accounts, are split by the company's own rules, and the split always ties back exactly to the original amount. Work that used to be a month of hand entry now takes minutes.
Reconciled before it ever posts
Across six aggregator platforms, every line is matched to the vendor statement before posting. A duplicate invoice is caught before it can post twice; when an outlet is missing from a platform's billing, the absence itself is flagged instead of hiding until quarter end. What lands in Business Central is complete, coded and accounted for. Xtract never writes to the ledger directly: the finance team imports its output, so the books stay under their control.
Close faster
Invoices posted in minutes, not days. No manual coding, no manual splitting across cost centers.
Nothing slips through
Every invoice reconciled to the vendor statement; missing and duplicate charges caught before posting.
Audit-ready by default
Every posted line shows where each number came from. Anything unclear is held for review, never guessed.
What This Means for Your Company
If your company runs on Business Central, the same outcome is within reach: month close in days instead of weeks, and a live view of every brand and branch, scoped to each person's role, that no one has to rebuild. Built on the Business Central you already own.
Statements, without the monthly rebuild
The other half of the engagement: income statement, balance sheet and cash flow synced daily from Business Central, sliced by brand, location and outlet, with month close down from two weeks to two days.
Read the Lens case study →Secure, and in Your Control
Sign in with Microsoft·Read-only, never writes to Business Central·Runs in your own cloud region·Daily sync, unlimited users
Figures shown for illustration.