Automate accounts payable — and get warned the moment a vendor's payment details suddenly change.
Vendor-impersonation fraud costs businesses real money every year, and it usually looks completely normal — until the money's already gone. Ubwiru Invoice Agent watches an inbox for incoming PDF invoices, extracts the vendor, amount, and dates automatically, and flags anything that looks off — a duplicate, a missing field, an unusually large amount, or a vendor's payment details suddenly changing. Approve what's ready, export the rest straight into QuickBooks or Xero.
Ubwiru Invoice Agent is in open beta (Beta v0.1). The free 14-day trial doubles as beta testing — your feedback shapes what ships in the 1.0 release.
A clear before/after warning the moment a trusted vendor's payment details change — catching a scam most accounting software never flags.
No manual data entry from PDF invoices, ever.
Remembers each vendor's usual category over time, so your books get more accurate the longer you use it.
Duplicate invoice numbers, missing fields, and amounts far above a vendor's normal range are flagged for a second look.
Known, recurring vendors get a higher bar before an unusual amount is flagged — fewer false alarms, same protection.
Mark invoices approved for payment as a distinct, deliberate step — not just "processed and forgotten."
One click produces a CSV formatted for each platform's own import process.
Any business processing a steady stream of vendor invoices — especially ones already using QuickBooks or Xero and looking to cut manual data entry out of accounts payable.
Runs entirely on your own computer — here's what that computer needs.
| Requirement | Minimum | Recommended |
|---|---|---|
| Windows | 10 (64-bit) | 11 |
| macOS | 12 | 14+ |
| Linux | Ubuntu 20.04 LTS, Debian 11, or equivalent (glibc 2.31+) | Ubuntu 22.04 LTS or newer |
| Memory (RAM) | 8 GB | 16 GB |
| Free Disk Space | 10 GB | 20 GB |
| Graphics Card (GPU) | Not required | Any dedicated GPU speeds up replies |
Python and the local AI engine are installed automatically during setup — nothing to install yourself. Internet is only needed during setup and updates; everything runs offline day to day.
Invoice Agent runs comfortably on our entry G-LOC G3 — no GPU pressure here, this is one of the lighter tools in the lineup.
Tell Ubwiru which inbox receives vendor invoices as email attachments.
Each new PDF invoice is read, its fields extracted, and checked against your vendor history.
Open the Invoices tab, approve what looks right, and export for QuickBooks or Xero in one click.
Built and tested first against computer-generated PDF invoices — the vast majority from QuickBooks, Xero, Wave, Bill.com, and most vendor systems
Scanned or photographed invoices are saved and flagged for manual review unless OCR is enabled
Anomaly detection is a helpful first pass, not a replacement for a human reviewing flagged items
Computer-generated PDFs work immediately. Scanned or photographed invoices need OCR turned on (two free system programs) — without it, they're saved and flagged for manual review instead of silently failing.
Every vendor's payment details are tracked over time. If a bank account or payment detail suddenly changes, you'll see a clear warning showing exactly what changed before you approve anything — catching a common scam where a fraudster impersonates a known vendor with new payment details.
The export gives QuickBooks/Xero-ready, clearly labeled columns. QuickBooks Online's own import wizard asks you to pick an expense account per line, since this tool doesn't track your chart of accounts.
Yes — each invoice is sorted into the right tax category automatically, and Ubwiru remembers each vendor's usual category so future invoices from them are categorized instantly.
Yes — every Ubwiru AI tool runs entirely on your own computer using local, open-source AI models. Nothing is sent to our servers or any third party.
A one-year license, activated on one computer. It briefly needs internet during setup to activate, then runs fully offline. Moving to a new computer is a quick email to hello@ubwiruai.com.
Explore the rest of the Ubwiru AI lineup, or talk to us about what fits your business.
