Energistics Accounts Portal · Finance
The invoice flow, from upload to paid
Invoices are read and coded by AI, matched to their purchase orders, checked, routed to the right approver, filed with Sage and paid, with nothing typed twice.
- Every line coded by AI
- Checks before approval
- Filed with Sage
How it works
The work, step by step
Step 1 of 6 · Inbox
Every invoice lands in one inbox
Invoices are dropped in singly or as a whole folder, as PDFs, photos or spreadsheets. Identical files are skipped, so nothing is ever counted twice.
Step 2 of 6 · Coding
Every line read and coded by AI
The portal's AI, Hynes, reads the supplier, totals and order reference, then codes each line to an account, department, site and project, with a confidence score for each.
Step 3 of 6 · Checks
Checked before anyone can approve
Duplicates, totals, rates, VAT and bank details are checked against the supplier's history. Each finding either blocks payment, must be acknowledged, or is there for information.
Step 4 of 6 · Approval
Routed to the right approver
The invoice's category decides who approves it, and large invoices add a senior approver. The approver acknowledges any findings, then approves in one click.
Step 5 of 6 · Sage
Filed with Sage, confirmed by the buyer
Once approved, the PDF is attached to the matching purchase invoice in Sage, and whoever placed the order confirms the goods arrived as billed.
Step 6 of 6 · Paid
Paid, and every figure updates
An approved invoice counts at once in payables, cashflow, VAT, project costs and the P&L. When payment is confirmed, it closes as complete.
What it changes
From keying and chasing to reviewing, with problems stopped before the money goes out.
Before
- Invoices keyed into the ledger line by line
- Coding checked by eye, if at all
- Approvals chased by email
- Duplicates and changed bank details caught late
After
- Every line read and coded as it arrives
- Order references matched to their purchase orders
- Each invoice routed to the right approver, with a clear queue
- Payment blocked until a problem is put right
Fewer hours keying
The team reviews coding instead of typing it, and only looks closely where the AI is unsure.
Mistakes stopped before payment
Duplicates, rate changes and unverified bank details are raised before anyone can approve, not after the money has gone.
A clean audit trail
Every invoice carries its checks, approvals and sign-off, with the PDF filed against the Sage record.
Built for
William Hynes Energistics
Solar farm and battery storage construction across the UK and Ireland. A William Hynes Group company, and where this system proved itself before we built for anyone else.
Enterprise-grade security, on independently certified infrastructure. Everything we build runs on infrastructure independently certified to ISO 27001:2022 and audited to SOC 2 Type II, from the build platform to the database to the global edge network in front of it.
Visit energistics.co.uk (opens in a new tab)About the William Hynes Group (opens in a new tab)