Q4 Innovations: Empowering Accounting Teams with Agentic AP Solutions

The accounting technology landscape is evolving rapidly in the AI era, and Vic.ai is leading the way as a pioneer in agentic AI for enterprise Accounts Payable (AP) teams. This Q4, we are thrilled to unveil groundbreaking advancements that redefine efficiency and set a new standard in intelligent solutions. Our latest product release embodies our mission to deliver greater efficiency, accuracy, and control while enabling teams to focus on high-value, strategic work.

Meet Victoria. 

Victoria is an agentic AI teammate designed to transform accounting workflows. Her intelligence powers the entire Vic.ai platform, including our Vic.ai APSuite™ for autonomous invoice processing, PO matching, and approvals. With the launch of VicInbox™ and VicCard™, Victoria’s capabilities are now streamlining vendor communication and expense management — redefining how enterprise accounting teams operate.

Let’s explore the remarkable features in our Q4 launch, shaping a new standard for AI-powered accounting.

Streamline vendor communication with VicInbox™

Time spent managing vendor questions and crowded inboxes drains AP productivity. According to Ardent Partners, AP teams spend 22.5% of their time managing vendor inquiries. With VicInbox™, your AI-powered ally, managing vendor communications becomes a streamlined, and effortless process.

How it works

• Intelligent email categorization: Victoria organizes emails into relevant categories like Payment Status Inquiries, Duplicate Invoice Issues, and Bank Account Changes, eliminating manual sorting and improving prioritization.
• AI-crafted responses: Victoria leverages real-time data from Vic.ai and ERP systems to draft personalized replies for quick review, ensuring accurate and professional communication.
• Seamless invoice processing: Invoices sent via email are processed automatically, and duplicates are proactively blocked. Victoria manages various formats, including PDFs, Excel files, and handwritten documents.

Why it matters‍

With VicInbox™, AP email management shifts from a reactive chore to a more automated and streamlined process. Your team can now focus on higher-value work, leaving repetitive tasks in Victoria's capable hands.

Achieve precision and control with VicCard™

The VicCard™ brings AI-first innovation to corporate spending, combining physical and virtual cards with intelligent expense management. Victoria takes the complexity out of managing corporate card programs by automating approvals, monitoring transactions, and classifying expenses in real-time.

How it works

• Streamlined approvals: Victoria processes card requests, sets limits, and monitors expenses through intelligent chat, providing a smooth expense approval workflow.
• Automated expense classification: Transactions are coded by AI to the correct general ledger accounts and categories automatically, reducing fraud and errors.
• Unified dashboard: Victoria consolidates card and invoice data into a single source of all spend, ensuring total transparency and improved budget tracking.

Why it matters

‍With VicCard™, AP teams gain unparalleled control and accountability, reducing administrative burdens while ensuring compliance and efficiency in corporate spending.

More efficiency with additional product enhancements

Document-level PO matching

Matching purchase orders (POs) to invoices is often a complex, manual process, particularly for blanket POs or scenarios where invoices and POs don’t align. The new document-level PO matching automates even the most intricate cases, reducing manual intervention while improving accuracy.

• Blanket PO matching: Match multiple invoices to a single PO until the total amount is fulfilled.
• Flexible matching for edge cases: Handles scenarios like reconciling mismatched units of measure, multiple PO lines to one invoice line, or simplified total-line POs.

View deleted invoices

Accidental deletions and complete audit trails can disrupt workflows and create compliance risks. With view deleted invoices, AP teams maintain complete visibility and control, ensuring transparency and supporting audit compliance.

• Search and filter: Find deleted invoices by user or date.
• Audit trail: Track who deleted the invoice, their comments, and the deletion date.
• Restore functionality: Recover deleted invoices with a single click and reintegrate them seamlessly.

Flexible vendor payment terms

AP teams must often accommodate non-standard payment terms like "Net by the 15th" or offer early payment discounts. The enhanced vendor payment terms functionality simplifies this process, ensuring accurate due-date calculations tailored to vendor agreements.

• Flexible due dates: Automatically set due dates based on terms like “2% by the 10th” or “Net by the 30th.”
• Comprehensive scenarios supported: Manage calendar-based terms effortlessly, reducing manual calculations and potential errors.

Victoria: Powering the future of accounting

At the heart of these innovations is Victoria, redefining what AI can do for accounting teams. From contextual intelligence to proactive decision-making, Victoria transforms routine workflows into strategic opportunities, amplifying what teams can achieve.

Our Q4 product launch is way more than an update — it’s a bold step toward the future of accounting. From smarter inbox management to modern corporate spending tools, Vic.ai is here to help your team do more with less effort, precision, and intelligence.

Ready to elevate your AP operations? Book a meeting today to explore how Vic.ai’s innovations can transform your workflows.