AR/AP automation for agencies

Stop losing money to manual invoice chaos.

BillMind extracts, checks, routes, and secures every invoice — fully automated from start to finish.

No credit card required

Trusted by finance teams at fast-growing companies

See it in action

From inbox to approved
in seconds.

Watch BillMind extract, analyze, and route a real invoice — automatically.

BillMind
Overview April 2026
📎
New invoice received
Salesforce-2024.pdf · 284 KB
PDF
Salesforce-2024.pdf
284 KB · Salesforce, Inc.
Drop to upload →
⬇
Drop invoice here
BillMind will extract all fields
AI Extracting… Salesforce-2024.pdf
VendorSalesforce, Inc.
Amount$4,250.00
IBANDE89 3704 0044 0532 0130 00
Invoice #INV-2024-0892
Date03/15/2024
Status✓ Approved
Approval Routing
Rules run automatically on every new invoice
+ Add Rule
Amount > € 1,000 → Send approval email to sarah@acme.com Active
Vendor is new → Flag for manual review Active
IBAN changed → Block payment & notify admin Active
📧
Approval request sent
sarah@acme.com · $4,250.00 Salesforce
Approval Inbox · sarah@acme.com
FromBillMind <noreply@billmindagency.com>
Tosarah@acme.com
⚡ Approval Required — Salesforce, Inc. · $4,250.00
Hi Sarah,

A new invoice exceeds your €1,000 approval threshold and requires your sign-off before payment.

Vendor: Salesforce, Inc.    Amount: $4,250.00    Invoice #: INV-2024-0892
⚠️
Risk alert — FastPay-Invoice.pdf
New IBAN · Unknown vendor detected
Risk Review
3 flagged
🔴
New IBAN — FastPay Solutions GmbH
IBAN changed: DE89 3704 0044 ... → NL91 ABNA 0417 ...
High
🟡
Duplicate invoice — Stripe, Inc.
INV-2024-0445 already processed on 03/01/2024
Medium
🔴
Unknown vendor — FastPay Solutions GmbH
First invoice from this vendor — not in approved list
High
CSV
bank_export_april.csv
2.4 KB · April 2026 · 47 transactions
Uploading…
Bank Reconciliation
3 matched 1 flagged
✓
Salesforce, Inc.
INV-2024-0892 · exact match
$4,250.00 Matched
✓
Stripe, Inc.
INV-2024-0312 · exact match
€1,200.00 Matched
~
AWS · pre-tax payment
INV-2024-0567 · paid $950 → gross $1,130.50
$950.00 Pre-tax
✗
FastPay Solutions
No matching invoice found
$3,200.00 Unmatched
Unified Invoice Dashboard April 2024
Accounts Payable €48,290
AWS / Engineering Pending €2,890
Salesforce / Sales Approved €4,250
HubSpot / Marketing Pending €1,800
Accounts Receivable €31,400
Acme Corp Paid €12,000
TechGlobal Ltd. Overdue €8,400
NovaStar Inc. Sent €11,000
Acme Corp — INV-2024-0031
€3,200.00 · Due 04/01/2024 · VAK Media
14 days overdue
✉
Reminder: Invoice INV-2024-0031 is 14 days overdue
To: billing@acmecorp.com · Sending now…
Hi Acme Corp,
This is a friendly reminder that invoice INV-2024-0031 for €3,200.00 is now 14 days overdue.
Please arrange payment at your earliest convenience.
✓
Day 7
Sent
!
Day 14
Sending
—
Day 30
Scheduled
RETAINER ACTIVE
Brand Strategy & Design
VAK Media
€2,500.00/monthly
Auto-generates →
INV-2024-0047 · VAK Media Sent
Brand Strategy & Design – Retainer May 2024 €2,500.00
Scope: Additional brand guidelines deck €400.00
Total Due €2,900.00
✓

AP · AR · Fraud · Reconciliation · Agency Billing

Everything in one place.

Start free. No credit card required.

Start for free now
Invoice Capture Approval Routing Fraud Detection Reconciliation AP & AR AR Collections Agency Billing

Drop an invoice — BillMind reads every field with AI in seconds.

Data extraction

Manual invoice data entry
eats hours.

AI extracts vendor, amount, date, line items, and GL codes from any PDF. No manual entry. No copy-paste. No mistakes.

  • Works on any invoice format, any vendor
  • Flags missing or ambiguous fields for review
  • European number formats handled automatically
AI · Extracting…
Salesforce, Inc.
INV-2024-0892  ·  03/15/2024
Line Items
CRM Enterprise License $3,750.00
Premier Support Package $160.00
Tax (19%) $340.00
Total Due $4,250.00
IBAN
DE89 3704 0044 0532 0130 00
Extracted
Vendor
Salesforce, Inc.
Invoice #
INV-2024-0892
Amount
$4,250.00
Tax
$340.00 (19%)
Invoice Date
03/15/2024
Due Date
04/14/2024
Type
Software & SaaS
Department
IT & Technology
AR Collections

Chasing late payments
wastes your day.

Configure a reminder sequence once — BillMind sends escalating emails at Day 7, 14, and 30 automatically. Stop the awkward follow-up calls.

  • Automatic escalation from gentle to firm
  • Fully customizable templates for every stage
  • Reminders pause the moment an invoice is paid
Acme Corp — INV-2024-0031
€3,200.00 · Due 04/01/2024 · VAK Media
14 days overdue
Day 7
Sent
!
Day 14
Sending
—
Day 30
Scheduled
Agency Billing

Project and retainer
invoices on autopilot.

Track milestones and retainer billing in one place. Generate client invoices in one click — or set up recurring monthly billing for retainer clients.

  • Milestone billing with project progress tracking
  • Retainer invoices created and sent each month automatically
  • Scope additions invoiced instantly with one click
Retainer Active
Brand Strategy & Design
VAK Media
€2,500.00
/monthly
Invoice This Month
Auto-generates →
INV-2024-0047 · VAK Media
Sent
Brand Strategy & Design – Retainer May 2024
€2,500.00
Scope: Additional brand guidelines deck
€400.00
Total Due
€2,900.00
Approval workflows

Approvals stuck in
endless chasing loops.

Route invoices by amount, department, or role. Set thresholds once, let BillMind handle the rest. No chasing down approvers over email.

  • Custom routing rules by amount and department
  • Approvers notified instantly via email
  • Full audit trail on every decision
Salesforce, Inc. — $4,250.00
INV-2024-0892 · IT & Technology · Due 04/14/2024
In Review
Finance Review
Sarah Chen · Finance Lead
Approved
IT Department Head
Mark Torres · VP Engineering
Approved
CFO Sign-off
Lisa Park · CFO
Awaiting
Payment Release
Finance · Automated
Waiting
Rule: Amount > $1,000 → CFO approval required
Fraud detection

Duplicate payments quietly
draining cash.

BillMind flags new IBANs, duplicate invoices, and unknown vendors before you approve a single payment. Stop fraud at the door.

  • New or changed IBAN flagged immediately
  • Duplicate invoice detection across vendors
  • Unknown vendor registry with manual review
Risk Alerts — 3 invoices pending 2 critical
Acme Corp — IBAN Changed
New: DE12 3456 7890 1234 56 · was DE89 3704…0130
Review
TechGlobal Ltd — New Vendor
First invoice ever · $12,400.00 · unverified
New
Stripe Inc — Duplicate Invoice
INV-2024-0445 already processed on 03/10/2024
Dupe
Salesforce, Inc. — Verified
Known vendor & IBAN · 47 invoices matched
OK
Amazon AWS — Verified
Known vendor & IBAN · 23 invoices matched
OK
Bank Reconciliation

Reconciliation chaos
every month-end.

Upload your bank CSV export and BillMind matches each transaction to the right invoice — including pre-tax payments. Discrepancies are flagged instantly for review.

  • Handles pre-tax and gross payment amounts
  • Flags unmatched or suspicious transactions
  • One-click reconciliation export for your accountant
Bank Reconciliation · April 2024
12 matched 2 review 1 unmatched
bank_export_april.csv 15 transactions
Salesforce Inc.
Apr 3 · €4,250.00
INV-2024-0892
€4,250.00 · exact
Matched
Nike Store Berlin
Apr 5 · €120.00
INV-2024-0901
€142.80 · pre-tax
Tax-adj.
Amazon AWS
Apr 8 · €2,890.00
INV-2024-0887
€2,890.00 · exact
Matched
TechGlobal Ltd.
Apr 11 · €12,400.00
2 candidates
ambiguous match
Review
WIRE/REF-20240415
Apr 15 · €340.00
No invoice found
—
Unmatched
Unified dashboard

AP & AR in one place.

See what you owe and what you're owed in a single dashboard. Full spend analytics, tax breakdown, and collection tracking — no switching tools.

  • AP invoices with vendor and department breakdown
  • AR invoices with customer payment tracking
  • Spend analytics with tax and currency views
AP Payables
AR Receivables
Combined
You Owe · AP $47,820
Salesforce $4,250 Paid
AWS $2,890 Approved
HubSpot $1,200 Due soon
Notion $480 Paid
Owed to You · AR $31,500
Acme Corp $12,400 Overdue
TechStart $8,900 Sent
DataFlow $6,200 Paid
Vertex Labs $4,000 Pending
Monthly Spend
AP
AR
8x
Faster month-end close
< 3 min
Per invoice processed
100%
Audit trail on every transaction
Pricing

Simple, transparent pricing.

Start free. Upgrade when you need more.

Free
$0 / month
Great for getting started
  • Up to 20 invoices / month
  • AI data extraction
  • AP & AR dashboard
  • Basic fraud detection
  • PDF invoice generation
Get started free
Most popular
Pro
$49 / user / month
For growing finance teams
  • Unlimited invoices
  • Approval workflows & routing rules
  • Advanced fraud & risk alerts
  • Contract management
  • Payment export (CSV)
  • Spend analytics & tax breakdown
  • Priority support
Start free trial

See full pricing & enterprise plans →

FAQ

Common questions.

Everything you need to know before you sign up.

What is BillMind?
BillMind is an AI-powered accounts payable and accounts receivable platform built for small and mid-sized businesses. It automates invoice data entry, routes approvals, detects fraud, and gives your finance team a single place to manage all inbound and outbound invoices.
How does the invoice extraction work?
You upload a PDF — or drag and drop multiple files at once. BillMind's AI reads the document and extracts vendor name, invoice number, amounts, dates, line items, and GL codes automatically. No templates needed. It works on any invoice format from any vendor.
Which accounting tools do you integrate with?
BillMind currently supports CSV export for payment runs, which works with most accounting software including QuickBooks, Xero, and NetSuite. Native integrations are on our roadmap — you can vote on them from your dashboard.
Is my data secure?
Yes. BillMind is built on Supabase (hosted on AWS), with row-level security and encrypted storage for all documents. Your invoice PDFs and financial data are never used to train AI models. We offer audit logs on every user action for compliance purposes.
Coming June 20th

BillMind Pro is coming.

We're launching the paid version on June 20th at $50/month. If you want to be one of the first to get full access, join below — we'll reach out personally.