Built for Real Invoice Processing
We spent three years building infrastructure that actually handles the messy reality of Australian invoices. No marketing fluff—just practical automation that works with your existing systems.
Architecture That Makes Sense
Most invoice systems struggle because they're built on assumptions. Ours isn't. We process documents from forty-seven different accounting software packages used across Australia.
The system runs on distributed nodes—meaning if one part has issues, your invoices keep flowing. We learned this the hard way back in March 2024 when a single-server setup failed during end-of-quarter processing for twelve clients.
Our API connects directly with Xero, MYOB, QuickBooks, and fifteen other platforms. Real-time sync, not batch processing that leaves you waiting until tomorrow to see if something worked.
What Actually Matters
OCR That Reads Badly
Scanned invoices come in terrible quality. Our optical recognition handles coffee stains, fax artifacts, and that weird shadowing from office scanners. Trained on 180,000 real Australian invoices.
Smart Field Mapping
Every business formats invoices differently. The system learns your suppliers' quirks—where they put ABN numbers, how they write dates, their specific line item structures.
Duplicate Detection
Catches when someone emails an invoice twice or when the same document arrives via different channels. Saved one client from paying a $47,000 invoice three times in January 2025.
Approval Workflows
Route invoices based on amount, department, supplier, or whatever rules you need. Works through email or web interface—people can approve from their phone during lunch.
Exception Handling
When something doesn't match expectations, the system flags it with context. Not just "error"—actual information about what's unusual and why it needs human review.
Audit Trails
Every change tracked. Who approved what, when they did it, what the document looked like at each stage. Makes accountants and auditors significantly happier during review season.
How Documents Move Through
Capture From Anywhere
Email forwarding, direct uploads, API submissions, or automated fetching from supplier portals. The system accepts PDF, images, and even handles multi-page documents that arrive as separate files.
Extract and Validate
OCR runs first, then validation checks against your vendor database and purchase orders. The system knows what ABN format looks like and whether the total matches line items. Basic maths that catches surprising amounts of supplier errors.
Route for Approval
Invoices go to whoever needs to see them based on your rules. Small amounts might auto-approve. Large ones get escalated. Recurring suppliers from known vendors can skip straight through if everything matches expectations.
Push to Accounting
Once approved, data syncs directly into your accounting system. The original document attaches automatically. Payment can happen through your existing process or through integrated payment rails if you want.
Security Without the Theatre
Financial documents need protection. We handle that through actual security measures rather than compliance checkboxes that sound impressive but don't do much.
Encryption Everywhere
AES-256 for data at rest, TLS 1.3 for transmission. Every document encrypted separately with unique keys. Sounds technical because it is—this stuff actually works.
Australian Data Residency
Servers in Sydney and Melbourne. Your documents never leave the country. Matters for privacy law compliance and also for speed—domestic transfer is just faster.
Access Controls
Role-based permissions, multi-factor authentication, session timeouts. You control exactly who sees what. Activity logs show who accessed which documents and when.
Regular Security Testing
Penetration testing every quarter by external teams. Last test in February 2025 found two minor issues we fixed within 48 hours. Transparency about this stuff builds trust better than pretending problems don't exist.
Want to discuss technical requirements? Our team at partner locations can walk through specific integration scenarios. Call +61262922363 or email support@sagion-mind.com for detailed technical documentation.