Solutions

Smart Document Reception

Document Reception

We integrate your ERP, tax authority, and your emails into a smart flow where we centralize, validate, and organize every document 100% automatically.

We integrate your ERP and the tax authority to centralize, validate and organize all your documents in an intelligent 100% automatic flow.

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 document reception in the age of AI

How document reception works in the AI era

01. Automated Organization

We automate your document management by integrating your emails and the tax authority into the cloud. Our AI Agents classify and validate every invoice automatically.

We connect your emails and the tax authority in an organized flow. Our AI classifies and validates documents automatically, eliminating manual management.

02. Automated Smart Approvals

Once received, our AI Agent routes documents to the right approvers based on your business rules. Approvals happen in real time via WhatsApp or Teams, so everything gets managed without switching apps. Every decision stays fully traceable with a detailed approval history.

Our AI Approval Agent automatically assigns documents for approval, accelerating processes and reducing errors.

03. Integrated Accounting and Treasury

We automate ERP integration to eliminate manual posting. Our AI accrual agent records invoices using consistent criteria, while the events AI agent manages acknowledgments and RADIAN acceptance to protect your tax benefits. The result is accurate audits, real-time reporting, and a faster financial close.

We integrate your ERP with AI to account for invoices and manage tax events in the cloud, automating your financial cycle.

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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 document reception

Our Main Agents

AI Classification Agent

Our AI Classification Agent optimizes document management by automatically analyzing and tagging each file by type, category, or team.

Our Classification AI Agent analyzes and automatically tags each document, organizing them for instant access.

AI Validation Agent

Our AI Validation Agent automatically analyzes purchase documents to ensure they meet tax authority requirements and company policies.

Our AI Agent automatically validates tax authority requirements and policies, ensuring all documents comply before processing.

AI Agent for Tax Authority Events

Our Tax Authority Events AI Agent automates the management of tax events associated with electronic documents, ensuring compliance without manual intervention.

It automatically sends invoice receipt and approval events, and generates supporting documents for fee-based invoices when required—reducing operational risk and ensuring full traceability with the tax authority.

Our AI Agent automates tax events and document generation, keeping your accounting updated in real time.

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AI Agents designed for your company

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 document reception

Issuance of Tax Authority Events  

We manage the full lifecycle of your electronic invoices at scale and with security. We automatically issue events to ensure every payment is 100% tax-deductible and fully compliant with all tax regulations.

Task History & Audit Trail

We maintain an immutable record of every financial decision. Access a detailed history of approvals, collaborative comments, and user actions—ensuring transparent, audit-ready internal controls.

Advanced Treasury Reporting

We turn fragmented data into strategic insights. Get detailed reports on invoice status, tax reconciliation, and cash flow—so you can make decisions based on real-time, reliable data.

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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 full 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.