Product Experience
Every role. One platform.
From front-counter staff handling resident requests to the CAO reviewing council-ready reports — every role has a purpose-built journey. Explore how Civic Accounts Payable works for your team.
Watch the 3-Minute Demo
See Civic Accounts Payable handle a complete resident service request — from intake through resolution and council reporting.
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Explore the Interface
Click through the actual Civic Accounts Payable interface. Navigate between the dashboard, resident profiles, service requests, and reports to see how everything connects.
34
Pending Invoices
-22% vs last month4.1d
Avg Processing
-73% vs last month$4.2K
Discounts Captured
+300% vs last month87%
Auto-Match Rate
+67pp vs last monthRecent Activity
Invoice #INV-4821 auto-matched to PO-2026-0142
Public Works · 2 min ago
EFT batch #EFT-0215 uploaded — $387,420 (28 vendors)
Finance · 5 min ago
AI flagged potential duplicate: Smith Contractors $12,400
Finance · 8 min ago
Director approved 3 invoices totalling $74,200
Recreation · 15 min ago
Vendor ABC Corp updated banking via self-service portal
Vendor Portal · 22 min ago
Role-Based Journeys
One Platform, Every Perspective
Select a role to explore their complete journey through Civic CRM — from day-one onboarding to daily workflows and strategic outcomes.
AP Clerk
From Invoice Receipt to Payment
Follow the complete lifecycle of an invoice — from AI OCR capture through three-way matching, GL coding, approval routing, to payment batch inclusion. Zero manual data entry for matched invoices, focused exception handling, and full audit compliance.
Capture
Invoice received
Invoice arrives via scan, email, PDF upload, or vendor portal submission. AI OCR extracts vendor name, invoice number, date, line items, amounts, HST/GST, and total with 95%+ accuracy.
The AI Invoice Data Extraction engine (spec 8.1) processes incoming invoices in real-time. Deep learning OCR identifies and extracts all key fields. The system has learned your vendors' specific invoice formats — recognizing where each places key fields. Duplicate invoice detection (vendor + invoice number + amount) runs immediately. Low-confidence extractions route to the exception queue for human review while high-confidence items proceed automatically.
Match
Three-way validation
Automated three-way match compares invoice to purchase order (price, quantity, terms) and goods receipt (quantity received). Full matches auto-approve; partial matches flag for review with variance details.
The Three-Way Matching Engine (spec 2.2) runs automatically on captured invoices. Configurable tolerance thresholds handle normal variances — price ±2%, quantity ±5%. Full matches (85% target) proceed directly to approval routing without clerk intervention. Partial matches display the specific variance (e.g., 'Invoice price $142.50 vs PO price $140.00 — 1.8% over, within tolerance') for quick clerk confirmation. No-match items route to manual processing with PO lookup tools.
Code
GL classification
AI suggests GL account coding based on vendor history, PO data, and item descriptions. High-confidence items auto-code; medium-confidence prompts confirmation; low-confidence routes to manual coding.
The Automated GL Coding engine (spec 8.3) analyzes vendor payment history, purchase order attributes, and line item descriptions to suggest GL account codes. Confidence scoring determines the workflow: high confidence (>90%) → auto-coded without intervention, medium confidence (70–90%) → pre-filled code with one-click confirmation, low confidence (<70%) → manual coding with suggested candidates. The model learns from corrections, steadily increasing the ratio of auto-coded items over time.
Route
Approval dispatch
Invoice routed to the correct approver based on dollar amount threshold, GL account, department, and vendor category. Sequential and parallel approval for multi-department invoices.
The Approval Routing Rules engine (spec 3.1) evaluates the configurable approval chain: <$5,000 → department manager, $5,000–$25,000 → director, >$25,000 → CAO/treasurer. Budget commitment checking (spec 3.5) verifies available budget before approval: 'This invoice will consume 92% of remaining Q3 budget for this account.' Segregation of duties (spec 3.4) ensures the clerk who entered the invoice cannot also approve it. Email and mobile push notifications alert the approver immediately.
Pay
Payment generation
Approved invoices included in payment batch — EFT file (CPA 005), cheque run, or wire transfer. Credits applied automatically. Remittance advice generated and sent to vendor.
The Payment Batch Builder (spec 4.1) selects approved invoices for the next payment run based on due date and early payment discount optimization. Multiple invoices per vendor are grouped into a single payment with detailed remittance advice. EFT files are generated in CPA Standard 005 format (spec 4.3) with dual authorization before bank upload. Cheque runs print on MICR stock with dual-signature above threshold (spec 4.2). Positive pay files are sent to the bank for fraud prevention (spec 4.6).
Record
Audit & compliance
Payment recorded with full audit trail. Encumbrance released. GL updated. T4A/T5018 accumulators updated. HST ITC tracked. All dashboards refreshed in real-time.
Payment completion triggers a cascade: encumbrance is released in the commitment accounting engine (spec 5.1), GL is updated with the expenditure posting, vendor payment accumulator for T4A/T5018 reporting (spec 7.2/7.3) is incremented, HST/GST ITC is recorded (spec 2.6). The immutable audit trail captures the complete invoice lifecycle — capture, match, coding, approval (with approver ID and timestamp), payment method, cheque number or EFT reference, and bank confirmation. All dashboards — AP aging, commitment accounting, vendor spend — refresh in real-time.
Invoice Journey
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Step 01
Capture
Invoice received
Invoice arrives via scan, email, PDF upload, or vendor portal submission. AI OCR extracts vendor name, invoice number, date, line items, amounts, HST/GST, and total with 95%+ accuracy.
The AI Invoice Data Extraction engine (spec 8.1) processes incoming invoices in real-time. Deep learning OCR identifies and extracts all key fields. The system has learned your vendors' specific invoice formats — recognizing where each places key fields. Duplicate invoice detection (vendor + invoice number + amount) runs immediately. Low-confidence extractions route to the exception queue for human review while high-confidence items proceed automatically.
Step 02
Match
Three-way validation
Automated three-way match compares invoice to purchase order (price, quantity, terms) and goods receipt (quantity received). Full matches auto-approve; partial matches flag for review with variance details.
The Three-Way Matching Engine (spec 2.2) runs automatically on captured invoices. Configurable tolerance thresholds handle normal variances — price ±2%, quantity ±5%. Full matches (85% target) proceed directly to approval routing without clerk intervention. Partial matches display the specific variance (e.g., 'Invoice price $142.50 vs PO price $140.00 — 1.8% over, within tolerance') for quick clerk confirmation. No-match items route to manual processing with PO lookup tools.
Step 03
Code
GL classification
AI suggests GL account coding based on vendor history, PO data, and item descriptions. High-confidence items auto-code; medium-confidence prompts confirmation; low-confidence routes to manual coding.
The Automated GL Coding engine (spec 8.3) analyzes vendor payment history, purchase order attributes, and line item descriptions to suggest GL account codes. Confidence scoring determines the workflow: high confidence (>90%) → auto-coded without intervention, medium confidence (70–90%) → pre-filled code with one-click confirmation, low confidence (<70%) → manual coding with suggested candidates. The model learns from corrections, steadily increasing the ratio of auto-coded items over time.
Step 04
Route
Approval dispatch
Invoice routed to the correct approver based on dollar amount threshold, GL account, department, and vendor category. Sequential and parallel approval for multi-department invoices.
The Approval Routing Rules engine (spec 3.1) evaluates the configurable approval chain: <$5,000 → department manager, $5,000–$25,000 → director, >$25,000 → CAO/treasurer. Budget commitment checking (spec 3.5) verifies available budget before approval: 'This invoice will consume 92% of remaining Q3 budget for this account.' Segregation of duties (spec 3.4) ensures the clerk who entered the invoice cannot also approve it. Email and mobile push notifications alert the approver immediately.
Step 05
Pay
Payment generation
Approved invoices included in payment batch — EFT file (CPA 005), cheque run, or wire transfer. Credits applied automatically. Remittance advice generated and sent to vendor.
The Payment Batch Builder (spec 4.1) selects approved invoices for the next payment run based on due date and early payment discount optimization. Multiple invoices per vendor are grouped into a single payment with detailed remittance advice. EFT files are generated in CPA Standard 005 format (spec 4.3) with dual authorization before bank upload. Cheque runs print on MICR stock with dual-signature above threshold (spec 4.2). Positive pay files are sent to the bank for fraud prevention (spec 4.6).
Step 06
Record
Audit & compliance
Payment recorded with full audit trail. Encumbrance released. GL updated. T4A/T5018 accumulators updated. HST ITC tracked. All dashboards refreshed in real-time.
Payment completion triggers a cascade: encumbrance is released in the commitment accounting engine (spec 5.1), GL is updated with the expenditure posting, vendor payment accumulator for T4A/T5018 reporting (spec 7.2/7.3) is incremented, HST/GST ITC is recorded (spec 2.6). The immutable audit trail captures the complete invoice lifecycle — capture, match, coding, approval (with approver ID and timestamp), payment method, cheque number or EFT reference, and bank confirmation. All dashboards — AP aging, commitment accounting, vendor spend — refresh in real-time.
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