Automate Your Accounts Payable with Custom AI
Syntora is an AI automation agency that specializes in accounts payable for small businesses. Syntora builds custom systems to parse invoices, manage approvals, and process payments automatically.
Key Takeaways
- Syntora is an AI automation agency specializing in accounts payable for SMBs.
- The agency builds custom systems to automate invoice parsing, approval routing, and payment processing.
- Custom AP systems integrate with your bank via Plaid and existing accounting software.
- A typical invoice is parsed and categorized in under 5 seconds.
Syntora specializes in accounts payable automation for SMBs. Syntora built a financial automation system using Plaid, Stripe, and PostgreSQL that processes bank syncs in under 3 seconds. The custom AP system extends this to parse invoices with 99% accuracy and automate payment workflows.
The complexity depends on your invoice volume and existing accounting software. Syntora has built financial automation connecting Plaid, Stripe, and a PostgreSQL ledger, processing bank syncs in under 3 seconds. This foundation is extended to handle specific accounts payable workflows like multi-step approvals and vendor-specific payment rules.
The Problem
Why Does Manual Accounts Payable Persist in Finance Teams?
SMBs often use QuickBooks Online or Bill.com for accounts payable. These tools work for standard invoices but fail with variance. Bill.com's OCR struggles with line items from non-templated PDFs, forcing manual data entry. QuickBooks requires manual coding for expenses that don't fit pre-set rules, turning a 2-minute task into a 15-minute investigation for every ambiguous vendor.
Consider a 20-person marketing agency paying 50 freelance creators per month. Each freelancer submits a slightly different invoice format as a PDF via email. The operations manager spends 10 hours a month opening emails, manually entering the invoice date, amount, and service description into QuickBooks, and then scheduling a payment via the bank's portal. A single typo in a bank account number can delay payment by a week and damage a creator relationship.
The structural problem is that off-the-shelf AP tools are built for uniformity. They assume all invoices look similar and follow a single, linear approval path. Their architecture cannot support dynamic logic, such as routing an invoice over $5,000 to the CEO while routing a software subscription under $500 directly to finance. They are data buckets with basic workflow features, not programmable systems that adapt to how your business actually operates.
Our Approach
How Syntora Builds a Custom Accounts Payable Automation System
The engagement begins with a mapping of your current AP process. Syntora audits every step, from how invoices arrive to your approval hierarchy and payment methods. This audit produces a system blueprint that details every data source, business rule, and integration point. You approve this plan before any code is written.
Syntora built its own financial ledger on PostgreSQL with Plaid and Stripe integrations for real-time transaction processing. For an AP system, this core is extended. A FastAPI service acts as the central hub. When an invoice arrives, a Python script running on AWS Lambda uses the Claude API to parse the PDF, extracting vendor, amount, and line items with over 99% accuracy. This structured data is stored in a Supabase database.
The final system presents a simple dashboard for your finance team to review and approve payments. Approved invoices trigger automated payments via your bank's API or a service like Stripe. All data syncs to your existing accounting software, creating journal entries automatically. You receive the full Python source code, a runbook for maintenance, and direct access to the engineer who built it.
| Manual AP Process | Syntora's Automated System |
|---|---|
| 10-15 minutes per invoice for manual entry and coding | Under 5 seconds for AI parsing and categorization |
| Error rates up to 5% from manual data entry | Error rate under 0.1% for parsed data |
| 20+ hours per month spent on AP for 100 invoices | 2-3 hours per month for review and exceptions |
Why It Matters
Key Benefits
Direct Access to Your Engineer
The founder who scopes your project is the same engineer who writes every line of code. No project managers, no communication gaps, no offshore teams.
You Own All the Code
The complete Python source code and infrastructure configuration are delivered to your GitHub. There is no vendor lock-in. You can bring the system in-house anytime.
A 4-Week Build Cycle
A typical accounts payable system is scoped, built, and deployed in four weeks. The initial audit determines the exact timeline, which is fixed before the project starts.
Transparent Post-Launch Support
After deployment, Syntora offers a flat-rate monthly retainer for monitoring, updates, and on-call support. You get predictable costs and direct access when you need it.
Finance-Specific Engineering
Syntora has direct experience building financial systems, including a PostgreSQL ledger and integrations with Plaid and Stripe. This expertise translates to a deeper understanding of your accounting needs.
How We Deliver
The Process
AP Process Discovery
A 60-minute call to map your entire accounts payable workflow. You'll receive a detailed scope document within 48 hours outlining the technical approach, a fixed timeline, and a price for the build.
Architecture & Approval
Syntora presents the complete system architecture, including data models and integration points. You approve the final blueprint before any development work begins, ensuring the solution aligns with your needs.
Build & Weekly Demos
You receive access to a staging environment and see progress through weekly live demos. Your feedback is incorporated throughout the 4-week build cycle, so there are no surprises at launch.
Handoff & Documentation
You get the full source code in your repository, a deployment runbook, and system documentation. Syntora provides 4 weeks of post-launch monitoring and support, with an option for ongoing maintenance.
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The Syntora Advantage
Not all AI partners are built the same.
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Assessment phase is often skipped or abbreviated
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We assess your business before we build anything
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Typically built on shared, third-party platforms
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Fully private systems. Your data never leaves your environment
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May require new software purchases or migrations
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Zero disruption to your existing tools and workflows
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Training and ongoing support are usually extra
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Full training included. Your team hits the ground running from day one
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Code and data often stay on the vendor's platform
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You own everything we build. The systems, the data, all of it. No lock-in
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