Rotasu.aiRotasu.ai

Zero Errors. Fully Validated Transactions. One-Click Execution.

From documents to decisions - intelligently automated with complete accuracy, control, and real-time visibility.

Book Demo
  • No templates needed
  • Duplicate check
  • 4-way validation
  • Any file format
  • Role-based approvals
  • Invoice copy in ERP

Benefits

What your finance team gets back.

Five things your team stops doing by hand, from the first scan to the entry in your ERP.

  1. 01

    No templates, no retyping.

    Invoices, POs, and contracts are read in any format, including PDF, Word, images, and scans, without templates or model training.

    • Any format, including scans
    • No templates or training per vendor
    • Items recognised and filled in
    Invoice HV-2210 · Halvern FreightScanned PDF
    1. Vendor recognisedHalvern Freight, first bill in this layoutPassed
    2. Header readInvoice no., date, PO-8860, termsPassed
    3. Lines read3 lines, items matched to your item masterPassed
    4. Totals checked$6,180, tax includedAgrees
  2. 02

    Only valid documents get in.

    Business rules are applied and every bill is cross-matched against the PO, receipt, and quality check, with duplicates stopped before they reach the ledger.

    • 4-way validation: PO, GRN, QC, and bill
    • Duplicate and double entries blocked
    • Multi-PO and partial matches handled
    Vendor invoice NV-1180 · $48,2001 difference
    1. Purchase order PO-8841Item, rate, and terms agreePassed
    2. 2Goods receipt GRN-54989,000 of 9,400 kg receivedShort 400 kg
    3. Quality check QC-2231Passed, no rejectionsPassed
    4. Not billed beforeFirst bill against PO-8841Passed
    Post at the received quantity: $46,170.Ready to post
  3. 03

    Approvals that move on their own.

    Invoices, POs, and contracts are routed through role-based hierarchies, with budget-aware decisions and the status visible to everyone involved.

    • Routed by role and amount
    • Budget-aware approval decisions
    • Real-time status for every document
    PO-8841 · $46,100Northvale Steel
    1. Raised by buyerJ. Park · Dec 2Raised
    2. Purchase managerWithin budget lineApproved
    3. 3ControllerOver $25KPending
    4. 4CFOOnly over $50KNot needed
  4. 04

    Contracts turned into invoices.

    A signed contract is read for its billing plan and milestones, and each invoice is raised from it, periodic ones included, in line with ASC 606.

    • Billing plan read from the contract
    • One-click invoice from a milestone
    • Periodic invoices raised automatically
    Harbor · service contract$240K
    1. Milestone 1 · DesignINV-7590Billed
    2. Milestone 2 · InstallINV-7644Billed
    3. 3Milestone 3 · HandoverDue Dec 15Draft ready
    4. 4Monthly supportRaised each monthPeriodic
  5. 05

    Every document where auditors look.

    The original document is attached to its entry in your ERP, and every action, approval, and change is recorded with who made it and when.

    • Invoice copy attached in the ERP
    • Time-stamped record of every action
    • Nothing enters without its source
    Audit trail · NV-1180Newest first
    EventWhen
    Posted to ERPNV-1180.pdf attached11:04
    Approved for paymentWithin AP limit10:42
    Short receipt acceptedPosted at 9,000 kg10:15
    Read and validated4-way and duplicate09:58

Billing document

Bill Generation

Generate accurate bills automatically from sales orders, contracts, delivery records, milestones, or usage data. Rotasu validates billing conditions, applies rules, and creates ready-to-send invoices with minimal manual effort.

Every bill is tied to the contract, delivery, milestone, or usage event that made it due.
Vendor invoice NV-1180
Vendor
Northvale Steel
Against
PO-8841
Quantity billed
40,000 kg
Rate
$4.11/kg
Invoice total $164,400Received
Purchase

Read straight off the PDF — no layout trained for this vendor.

  • Extracting header and line items
  • Identifying the item
  • Checking for a duplicate bill
4-way validation
Checked againstWhat it says
Purchase order40,000 kg @ $4.11Match
Goods receipt39,880 kg receivedShort 120 kg
Transit loss recorded on GRN-5521
Quality checkPassed, MTC on fileMatch
Duplicate checkNo prior bill on this POClear
Needs approval

Post at the received quantity

The invoice claims 40,000 kg; the goods receipt records 39,880. Posting what arrived and raising the difference as a debit note.

Bill posts at $163,907 · debit note of $493 to Northvale Steel

Post and raise
Purchase

Booked.

  • Bill entered in the ERP
  • Invoice PDF attached to the entry
  • Debit note sent to the vendor
NSNorthvale Steel

Debit note accepted. The 120 kg balance goes out with the November lot.

Purchase document

PO Generation

Generate accurate purchase orders automatically from approved requirements, RFQ comparisons, vendor selections, negotiated rates, and purchase terms. Rotasu validates item details, pricing, quantity, tax, approval rules, and vendor information before creating a ready-to-send PO.

Every purchase order carries the approved supplier, price, quantity, tax, and terms into execution.
Procurement request PR-2291
Item
Steel plate 12mm
Quantity
40,000 kg
Need by
18 Oct
Raised by
Plant 2 · Maintenance
Approved
Purchase

Sourcing vendors who can actually deliver this — not everyone who lists it.

  • Scanning vendor master
  • Filtering on delivery and rejection record
  • Checking capacity for 40,000 kg
  • Verifying compliance and credit
Credible vendors shortlisted
VendorOn-timeRejection
Northvale Steel96%0.4%Preferred
Supplied this item 11 times
Corex Metals91%1.1%
Contract rate held since March
Arbor Alloys88%0.9%
New capacity, compliance verified
Halden Supply74%3.2%Dropped
Two late deliveries this quarter
Purchase

Checking what this item has cost us before, so the RFQ asks from a position.

  • Pulling the last 6 purchase orders
  • Normalising to landed $/kg
  • Reading lead time history
  • Last paid
RFQ-8841 · Steel plate 12mmdrafting
Purchase

Out to all three.

  • Generating vendor-specific copies
  • Sending
  • Response window set

Receivables document

Invoice Generation

Generate accurate invoices automatically from approved sales orders, contracts, delivery records, milestones, and billing terms. Rotasu validates quantities, rates, taxes, payment terms, and approval conditions before creating a ready-to-send invoice with minimal manual effort.

Every invoice reflects the approved order, contract, delivery, and payment terms behind it.
Milestone certificate · CTR-2207 M2
Milestone
Design approval
Signed by
Trentmoor · R. Oyelaran
Date
4 Nov
Schedule A value
30%
Received
Sales

A certificate says a milestone happened. Before billing it, checking that the contract agrees.

  • Deliverables listed against M2
  • Customer acceptance on file
  • Late delivery penalty accrued
  • Retention applicable under clause 9
What this invoice may contain
LineAmount
Milestone M2 · 30% of Schedule A$372,000Earned
Retention held to commissioning− $18,600
Released on M4, not written off — tracked against the contract
Late delivery penalty$0Clear
Design approval landed inside the contract window
Spares drawn this periodnot on this invoice
Schedule C bills separately in arrears
Needs approval

Raise INV-7741 for $353,400

The milestone value less the 5% retention the contract holds to commissioning. Billing the full $372,000 is the version that comes back as a dispute in December.

$353,400 · due 20 Dec on 45-day terms · retention balance $18,600

Raise and send
Sales

Out.

  • Invoice raised and posted
  • Sent to their AP desk
  • Due date set from the contract
  • M3 trigger now watching
TETrentmoor Energy

Received and booked. It goes into the 20 Dec payment run — the retention line is noted against M4 on our side too.

Sales document

SO Generation from PO

Convert customer purchase orders into accurate sales orders automatically. Rotasu extracts PO details, validates customer, item, quantity, pricing, tax, delivery terms, and approval rules, then generates a ready-to-process Sales Order with minimal manual entry.

Every accepted customer PO becomes a validated sales order that operations can process.
Customer purchase order · incoming
Source
Connected sales and finance systems
Status
Ready for review
Owner
Accounts Receivable
Live data
Sales

The customer PO is read, compared to the commercial record, and checked before it becomes a sales order.

  • Customer and ship-to
  • Price and quantity
  • Terms exception
What needs a decision
CheckResult
Customer and ship-tomatched
Price and quantityvalidated
Terms exceptionrouted for approval
Needs approval

Create the validated sales order

The recommendation is recorded with the source data, exception reasoning, and owner before it changes the live receivables record.

Approve and update
The customer PO is now an approved sales order

The workflow is complete and the next owner can see the decision, its supporting evidence, and the result in the same record.

StatusUpdatedAudit trailCompleteNext reviewScheduled

Intelligence at Every Step of the Document Lifecycle.

Smart Document Processing

Process invoices in any format, including PDFs, Word files, scans, and images, without manual templates or model training. Rotasu extracts and validates critical data, detects pricing anomalies and unusual rate changes, and flags exceptions before they impact the business.

Document intake12 received today
INV-3821.pdfPDF · vendor invoiceExtracted
delivery-note.jpgScan · goods receiptReview
contract-addendum.docxWord · contractQueued
Extraction fields are ready for validation

Smart Validation

Validate every document before it enters your system. Rotasu applies business rules, detects duplicate invoices across records, and matches documents with related POs, GRNs, sales orders, and contracts.

Invoice validation1 exception
PO and line itemsMatched
GRN and quantityMatched
Duplicate invoiceFlagged
Tax and termsPassed

SOP Engine

Standardize every process with configurable rules, approval workflows, and multi-level approval chains. Rotasu routes exceptions to the right stakeholder before execution.

PO approval policy3 rules
Under $10kAuto-approved
$10k to $50kFinance review
Over $50kCFO approval
Route selected before the PO is created

Real-Time Tracking

Track every document, transaction, and approval across each stage. See pending actions, budget utilization, and cash-flow impact as the document moves.

INV-3821 statusIn review
Captured09:14
Validated09:16
Finance reviewWaiting

Audit Trail

Maintain a complete, time-stamped record of every action, approval, update, and system event for traceable reviews and compliance-ready reports.

Activity recordImmutable
09:14Document captured
09:16Fields extracted
09:17Duplicate flagged
User, time, and source are retained

Zero structural change. Connect with your existing tech stack.

Rotasu delivers an end-to-end purchasing copilot that detects bottlenecks, automates RFQs, and executes frictionless invoice approvals directly within your stack. Faster recovery, without breaking a single process. It finds, resolves, and executes across your entire stack from one secure, centralized intelligence layer.
SAP
QuickBooks
BambooHR
Zendesk
Sage
Dynamics
Workday
Darwinbox
Keka
Oracle NetSuite
Gmail
Xero
Outlook
HubSpot
Salesforce
Pipedrive
Affinity
Zoho

Automate Document Processing and Improve Efficiency, Accuracy and Governance.

Join 500+ finance teams who have eliminated manual document processing. Start your free trial today — no credit card required.
Book Demo

Frequently Asked Questions

Rotasu AI automates end-to-end finance operations including accounts payable, accounts receivable, transaction reconciliation, document processing, and exception resolution with built-in controls and approvals.
It connects seamlessly with your existing ERPs and tools to eliminate manual data entry, spot discrepancies 24/7, and provide clear recommended actions for your team.
Rotasu handles document intake via OCR and AI, matches records across platforms, and tracks every adjustment with a comprehensive audit trail.
Yes, Rotasu allows you to configure approval workflows so human verification and sign-off happen precisely when needed.
Deployment takes minutes with our secure connectors, requiring zero structural changes to your current financial systems.