From contract to paid — without the chase.
Bills arrive, get read, matched, approved, and paid — while vendors keep their own details current through their portal. Your job shrinks to the approvals that need judgment.
Stop managing your vendors’ paperwork. They do it themselves.
AP’s biggest hidden cost is the chasing. On Caytava, every vendor maintains their own record — payment instructions, tax forms, invoices, status. You stop being the middleman.
- Payment instructions, vendor-maintained. They update their own bank details — verified, audited, and never taken over the phone or a spoofable email.
- Tax forms collect themselves. W-9s are requested, submitted, and vaulted through the portal before the first payment — so January’s 1099s are a button, not a hunt.
- Fewer “where’s my payment?” emails. Vendors see invoice and payment status themselves, and submit new invoices straight into your intake queue.
The whole payable lifecycle, one system.
AI bill intake
Forward a bill, drop a PDF, or let a vendor submit through their portal — it’s read, classified, coded, and filed in the document vault with a confidence gate. Anything uncertain goes to a triage queue, never force-posted.
- OCR + AI classification on arrival
- Duplicate detection before it ever posts
- Every bill linked to its source document forever
Contracts & commitments
Contracts live in the same system, so a bill can be checked against what you actually agreed to pay — and renewals surface before they auto-bill you, not after.
- Contract-to-bill linkage
- Commitment tracking against spend
- Renewal alerts from real contract terms
3-way match & procurement
Purchase orders and receiving live on-platform, so bills match against PO and receipt automatically — with tolerances you set, and exceptions routed to a human.
- PO → receipt → bill, matched deterministically
- Price/quantity tolerance rules
- Unmatched bills can’t slip into a run
Approvals with real SoD
Approval chains enforce genuine separation of duties from capability-based permissions — the requester can’t approve, the approver can’t release, and every step is in the audit trail.
- Maker-checker on every consequential step
- Thresholds by amount, vendor, and category
- Payment-release officers, separately gated
Payment runs on real rails
Approved bills batch into runs and release on the rail each vendor deserves — flat-fee same-day ACH, RTP when it has to land now — at a cost that beats the bill-pay providers. Settlement posts the entries; failures reopen the bill.
- ACH · same-day ACH · RTP · push-to-card
- Partial payments & multi-currency handled
- See Payments for the economics
Vendor compliance
Because vendors maintain their own records through the portal, compliance is a byproduct instead of a project: W-9s arrive before the first payment, TIN details are vaulted, and 1099s generate from the actual payment history.
- Self-service onboarding — no forms to chase
- W-9 / TIN compliance vault
- 1099s from real payment data
“Pay the Vercel bill.” Done — pending your approve.
Kate drafts bills from documents, answers “what’s due this week?” from the real aging, and queues payments for approval — by chat or live voice. Nothing moves money until a human signs off.
Connected on both sides.
Bring a stack of bills. Leave with a payment run.
A 30-minute walkthrough — intake, match, approve, release — on documents that look like yours.
Let’s begin