Introduction
Accounts payable automation with TallyIra follows a simple four-step workflow that reduces manual data entry, speeds up invoice processing and improves accuracy. From capturing vendor invoices to posting verified purchase vouchers in TallyPrime, each step helps businesses process payables faster while identifying exceptions before they affect accounting records.
What are the 4 steps in accounts payable automation using TallyIra?
Docs by Ira is currently in phased rollout and requires activation against a TallyPrime serial number. Eligible businesses can request early access directly from the TallyIra page. The four-step workflow below shows exactly how the process works from the moment a vendor hands over an invoice.
Step 1: Receive the vendor invoice
The vendor hands over a physical invoice, a PDF sent by email, a WhatsApp forward or a scanned copy. Docs by Ira accepts invoices in the following formats without requiring any prior standardisation from the vendor:
- PDF invoices received by email or downloaded from a vendor portal
- JPEG or JPG image files
- ZIP files containing multiple invoice documents
Step 2: Scan or upload the invoice through TallyIra
Open the TallyIra app on a mobile device or access Docs by Ira within TallyPrime 7.1 on a desktop. The upload process works as follows:
- Open the TallyIra app and navigate to Docs by Ira.
- Tap to scan or import a PDF or image file from the device, email or WhatsApp directly into the app.
- The document is uploaded to Docs by Ira for processing.
Step 3: AI extracts the invoice data
Once the document is uploaded, Docs by Ira uses Optical Character Recognition (OCR) and AI to read the invoice and automatically extract the following fields:
- Party name and GSTIN of the vendor
- Invoice number and invoice date
- Line items, including description, quantity and rate
- Taxable value, GST rate, CGST, SGST or IGST amounts, and total invoice value
What happens when data is missing or mismatched?
Not every invoice arrives complete. A vendor may have printed the wrong GSTIN, left a line-item amount blank or sent a document where a figure is partially obscured. Docs by Ira automatically identifies these exceptions and flags them before the voucher is created, allowing the user to correct the specific field rather than manually reviewing the entire document.
Step 4: Review the draft voucher and post it to TallyPrime
Docs by Ira creates a draft purchase voucher in TallyPrime using the extracted data. The voucher remains in draft mode, meaning it is not yet posted to the ledger. This review step is intentional and important.
The review step covers:
- Confirming that the party name and GSTIN match the vendor in TallyPrime's master data.
- Verifying that the invoice number has not been processed before. Docs by Ira flags duplicate invoices, but the final confirmation rests with the reviewer.
- Checking that the GST breakdown (CGST, SGST or IGST) reflects the correct place of supply and that the applied tax rate matches the purchased item or service.
- Reviewing any exceptions flagged in Step 3 and making the necessary corrections before posting.
Once the reviewer is satisfied, the voucher is posted to TallyPrime with a single confirmation.
Conclusion
Processing vendor invoices has traditionally been one of the most manual and error-prone parts of small business accounting. The four-step workflow above shows how Docs by Ira in TallyIra simplifies the process while retaining the human review needed to keep accounting records accurate. AI handles data extraction, mapping, exception flagging and duplicate detection, while the accountant reviews and posts the voucher. Businesses that want to see this workflow in their own TallyPrime environment can explore TallyIra.
