Solutions

Invoice legalization

We receive your expenses via WhatsApp, organize them by project, and reconcile them with electronic invoices to streamline reimbursements.

The architecture of a new financial era

We elevate your team’s potential by combining the power of integrations, the agility of our software, and the precision of our AI agents.

Integrations

We sync your financial ecosystem—tax authorities, banks, and ERPs—so information flows seamlessly into your operations without manual downloads.

Features

We simplify your administrative operations with our smart tools for reception, recording, payments, reconciliation, and legalizations.

AI Agents

We have specialized agents that interpret context, learn from your business, and automate decisions to unlock your team’s potential.

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This is invoice legalization in the AI era

01. Smart registration and approval

We receive your employees' receipts via WhatsApp or email for instant processing. Our AI Reception Agent interprets photos, tickets, PDFs, and even voice messages to automatically extract key information. In parallel, the AI Legalization Agent validates each expense against your internal policies, manages approvals, and centralizes everything in the expense portal ready for accounting.

We optimize expense management through AI agents that extract data from receipts in any format, automatically validate them against your policies, and centralize them in a portal ready for accounting.

02. Reimbursement Settlement and Control

Take full control of your budget with data grouped by employee, cost center, or project. We connect advances and approved expenses to generate automatic statements, enabling bulk reimbursement management and instant team notifications. Gain strategic visibility to always know where your money goes.

Control your budget with total visibility by employee or project. The system automates account statements and mass reimbursements, allowing you to manage each payment strategically and notify your team instantly.

03. Reconciliation & Tax Compliance

We safeguard your accounting for regulatory compliance with flawless execution. Our expense reconciliation AI agent validates every document with the tax authority to ensure deductibility, while the accrual AI agent automatically records entries in your ERP. This guarantees full traceability and always up-to-date books—without manual work.

Secure your accounting with AI. Validate documents with the tax authority and auto-post entries to your ERP—ensuring deductibility, full traceability, and always up-to-date books.

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We create super administrative teams

85%

less time on low-value tasks

73%

faster payments and reconciliations

96%

fewer data entry errors and incorrect payments

100%

deductible payments to verified vendors

These are our favorite agents for invoice legalization

Our key agents

AI Reception Agent

Our AI Reception Agent automates receipt capture via WhatsApp or email. It interprets photos, receipts, and audio to extract key information without manual data entry, classifying each expense by project or cost center for organized recording from the source.

This AI Reception Agent automates expense management by capturing receipts via WhatsApp or email. It processes photos and audio to extract data and classify them by project without manual effort, ensuring organized and efficient recording.

AI Legalization Agent

Our AI Legalization Agent automatically evaluates each expense against your internal policies. It manages approval workflows with supervisors when needed and organizes records by employee or project, ensuring order, traceability, and compliance before any reimbursement.

This AI Legalization Agent automatically validates each expense against your internal policies, managing approvals and organizing records by employee or project. This way, it guarantees traceability and compliance throughout the reimbursement process.

AI Expense Reconciliation Agent

Our AI Expense Reconciliation Agent cross-references your reportable expenses with electronic invoices to ensure accounting consistency. If a supporting document is missing, it automatically requests the necessary invoice or document to guarantee your documentary backup.

This AI Agent cross-references expenses with electronic invoices to ensure accounting consistency. If it detects missing documents, it automatically requests the necessary paperwork, guaranteeing documentary backup for every record.

AI Booking Agent

Our AI Booking Agent automates invoice registration in the ERP, assigning accounts, taxes, and cost centers without manual data entry. Through bidirectional integration, it generates exact accounting entries and recognizes withholdings according to current regulations.

Its purpose is to eliminate human errors and streamline the monthly accounting close through scalable execution. By automating these tasks, it ensures real-time accounting and allows the team to focus on strategic analysis.

Our AI Booking Agent automates invoice and journal entry recording in the ERP without manual intervention. This eliminates data entry errors and streamlines the monthly close, allowing the team to focus on strategic analysis.

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AI Agents designed for your business

Our engineering team works with you to understand your processes and build custom AI agents, aligned to your business rules, systems, and daily operations.

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Features for invoice legalization

Expense Portal

We centralize your operations in one place. An intuitive space where your team members can check account statements and track their expense reports in real time, eliminating email threads.

Employee Advances and Reimbursements

We manage your cash flow with agility. We automate everything from advance requests to reimbursement payments, ensuring every dollar is documented to protect your liquidity.

Account statements

We give you total clarity on every dollar. We generate automatic account statements by project or employee, eliminating manual reconciliations so you can close your books immediately and without errors.

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Integrations without borders

Sync the tax authority and your communication channels with your ERP. We automate invoice capture and validation so your information flows with total control, visibility, and without human intervention.

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Frequently asked questions

What is an AI agent?

An artificial intelligence (AI) agent is a system capable of perceiving its environment, reasoning based on available information, and acting autonomously to complete a task. Unlike traditional automation, AI agents can adapt, interact with their environment, and operate with their own judgment — executing tasks with speed, precision, and context, just like a human would, but with greater scale and consistency.

At Payana, we're building three types of agents:

Assistants: Review and analyze information to recommend actions such as account ingentries.
Operators: Execute tasks under predefined rules, like ordering payments by due date, recording invoices, or reconciling transactions.
Specialists: Integrate information across systems and coordinate complex flows — such aspayments, reconciliations, and reports — ensuring precision and coherence at every stage.

This approach allows us to move toward a future where financial processes run on their own and human teams focus on higher-value strategic activities.

Unlike traditional automations, AI agents can adapt, interact with their environment, and operate autonomously. They can execute tasks with speed, precision, and context, just like a human would, but at greater scale.

At Payana, we are building three types of agents:

Assistants: Recommend actions that require human validation. Example: suggesting reconciliations between invoices and purchase orders.
Autonomous: Execute tasks within predefined rules. Example: scheduling and executing automatic payments for invoices below a certain amount.
Coordinated Teams: Multiple specialized agents collaborate to execute complex processes. Example: a cash flow created by accounts payable, accounts receivable, and financial analysis agents.

This approach allows us to move toward a future where financial processes run on their own and human teams focus on higher-value strategic activities.

What is Payana?

Payana is an AI agent platform that exponentially increases the productivity of administrative teams by automating processes through the integration of banks, ERPs, taxa uthorities, communication channels, and AI models.At Payana's core, all actors in the financial ecosystem are connected, allowing information toflow in real time, documents to be validated and recorded automatically, payments to be executed with security and traceability, and reconciliations to happen without rework.This way, Payana turns financial administration into a continuous, precise, and control ledend-to-end flow — reducing operational costs, eliminating errors, and improving team efficienc

Payana is an Artificial Intelligence agent specialized in accounting and finance. It is designed to optimize companies’ administrative processes, reducing operational costs, eliminating errors, and improving operational control. The agent centralizes financial information and executes key administrative tasks automatically, helping companies become more competitive and efficient, coordinate teams, and make decisions with greater speed and precision.

What workflows does Payana automate?

Document reception flow: Connects with the tax authority to automate electronic invoice reception and also manages bills and international invoices in the cloud.
Invoice recording flow: Connects your ERP with the tax authority and automates the recording of invoices, bills, and expenses to keep your accounting up to date.
Vendor payment flow: Manages due dates, approvals, and payments with with holding calculations in an integrated flow with your banks, ERP, and communication channels.
Employee payment flow: Manages reimbursements, payroll, and travel expense payments by integrating your banks and communication channels, all from one place.
Reconciliation flow: Automatically reconciles bank transactions, payments, and invoices inreal time, ensuring quick detection of discrepancies.
Control and approvals flow: Oversees the entire financial and accounting cycle with multiple levels of employee approvals and AI agent validations.
Legalization flow: Simplifies how your team reports expenses: receive everything via WhatsApp, organized by project and validated with electronic invoices.

We reduce operational costs: We automate repetitive and manual tasks to free up administrative team capacity.
We eliminate fraud and errors: We verify bank information and document validity before each payment, ensuring precision.
We generate control and traceability: We integrate payments, invoices, and supporting documents into a single system with full traceability.P, and communication channels.

How does Payana help improve my company's financial management?

We reduce operational costs: We automate repetitive, manual tasks to free up capacity from the administrative team.
We eliminate fraud and errors: We verify banking information and document validity before every payment, ensuring accuracy.
We generate control and traceability: We integrate payments, invoices, and supporting documents in a single system with complete traceability.

Smart reception and recording: Integrates ERP with tax authorities to gain order, control, and speed in managing invoices, accounts receivable, and expenses.
Agile and traceable payments: Manages due dates, approvals, and payments through a flow that connects banks, ERP, and communication channels.
Precise reconciliation: Centralizes data from banks, DIAN, and ERP to ensure accounting and tax integrity.
Efficient team coordination: Oversees the entire financial cycle from a collaborative environment integrating purchasing, treasury, accounts payable, and accounting.
Strategic analytics: Centralizes business information for financial decisions based on reliable data.