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AP that explains itself.

AP automation and bill pay for businesses and accounting firms in South Africa and Lesotho, on QuickBooks, Xero, Sage or SAP.

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DocuBite at work, on sample data. Invoices come in the two ways they really do: Maseru Print Works' KP-311 and Mohokare Logistics' BL-7688 by email, and three more in a folder Lerato M. uploads. Each becomes a row in the Invoices list, In review. KP-311 is opened, and DocuBite reads its supplier, VAT number, invoice number, dates and total off the page into the bill, with no typing. It is then ready for a person to review.

Five places you’d look. Already checked when you open it.

When a bill arrives, DocuBite compares it with its purchase order, the supplier’s earlier invoices, the bank account saved for that supplier and the tax rate, and checks the sums. You still approve every bill, and DocuBite never holds your money.

Invoice KP-311 from Maseru Print Works, LSL 680.00, has arrived by email. Once DocuBite has read it, it compares it with: the purchase order PO-1038 (same supplier and total); the supplier's earlier invoices (no invoice with the same number and total); the bank account saved for Maseru Print Works (the same account, ending 4456); the VAT rate (15% of 591.30 is 88.70); and the sums (420.00 plus 171.30 is 591.30, plus 88.70 is 680.00). The bill's Checks tab then shows "No open checks on this document." DocuBite shows only what needs you. You still approve every bill, and DocuBite never holds your money.

And when something doesn’t match?

Every check states its reason.

Every bill is checked before it reaches approval. Each check says why, and a person can override one only with a reason.

The Invoices list. KP-311 from Maseru Print Works is in review with no open checks. Then three bills need attention, each with its reason under the field it concerns. Maseru Print Works KP-324: PO line match: "A5 flyers, full colour, 130 gsm": Unit price is 11.9 % off the PO price; the workspace allows 5 %. Mohokare Logistics BL-7686: Duplicate: Same supplier and total as another document; invoice number differs by one character (likely OCR error or duplicate submission). Possible duplicate of invoice BL-7688 (Approved). Sefako Printers INV-2210: Tax: Expected tax at the Standard rate (15%) is 630, but tax total is 603. Arithmetic: subtotal (4200) + tax (603) = 4803, but total is 4830 Lerato M. corrects the tax total to 630,00; both checks pass and INV-2210 is back in review. Its Audit tab lists: Field edited; Extraction completed; Document received.

Works with the books you keep. And the ones you ask for.

Connects to the popular accounting and ERP systems. Using another? Tell us, and we’ll add it.

Maseru Print Works KP-311, approved, in the middle; around it the ledgers DocuBite can connect to: Sage, Xero, QuickBooks, SAP Business One, SYSPRO, Dynamics 365 Business Central, Odoo, Zoho Books, Acumatica, each ticked in turn as supported, and a tile for yours: Tell us, and we’ll add it.

You decide when money moves. DocuBite never holds it.

A bookkeeper batches the approved bills, an owner approves, and you pay from your own bank with the file.

On Bill Pay, Lerato M. selects four approved bills and creates a batch, Suppliers, 9 Oct: 4 bills, LSL 9 905,50, paid from Operating account ··4411. It waits, Pending approval, until Thabo K., an owner, approves it: Approving makes the payment file available. No money moves until it is uploaded to the bank. It then reads Approved, with the payment file ready to download for the bank.

Questions buyers ask first. Answered plainly.

Is this another AI black box?

Every check states its reason at the field it concerns. Nothing approves itself until you allow it: the first documents from any supplier always reach a person, and touchless approval stays gated and sampled.

See the checks
Does it work with my ledger?

Sage, Xero, QuickBooks, SAP Business One and the other popular accounting and ERP systems. Posting sends each line's account, tax code and tracking, and the source file attaches to the bill in your ledger. Using another? Tell us, and we'll add it.

See the ledgers
What does setup involve?

Connect your ledger, add documents, review from the first one. There is no historical-data migration phase.

Who actually moves the money?

Approved batches are paid from your own payer account, through a licensed payment rail or a payment file your bank takes. DocuBite never holds funds, and every payment line carries a unique reference so an invoice can't be paid twice.

See who approves
What about staff receipts?

Receipts have their own queue. Staff gather the ones they paid for into an expense claim, approved like an invoice and paid back from Bill Pay, beside your bills.

Can I keep the books for several businesses?

One login, every company you keep. Each has its own documents, ledger connection, approvals and payments, and you move between them.

How are our documents kept?

In private encrypted storage. Every value keeps a link to the document it came from, and every change records who made it.

Something else? Email support@docubite.com or request a demo.

Start with one messy folder.

For businesses in South Africa and Lesotho.

Point DocuBite at the invoices sitting in your inbox and see what comes back: every field read, every check explained, every decision recorded, before anything posts to your ledger.

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DocuBite never holds your money: payments move from your own payer account, on the record.