Guide for Controllers and Finance Managers
As a Controller or Finance Manager in Mod AI, you have strategic oversight of the AP process. You monitor performance, ensure GL coding accuracy, audit approval chains, and manage entity configurations.
What you can do with Mod AI
Mod AI gives you instant visibility into the AP operation and the controls to enforce financial accuracy.
- Get real-time AP metrics on the Dashboard: processing volume, success rates, turnaround times, and error rates.
- Audit any invoice in seconds. The activity log traces the full history from arrival to ERP sync, including every edit, approval, and rule that fired.
- Ensure GL coding accuracy. Use the Agent to enforce coding standards and review suggested codes on any invoice.
- Monitor ERP sync health and verify approved invoices are flowing through to your ERP.
- Control what blocks an invoice with validation rules.
- Set up controls that enforce your policies through approval chains and role-based access.
Your responsibilities
- Monitor AP processing metrics: volume, accuracy, turnaround.
- Ensure GL coding accuracy and review the Agent's suggestions on high-value invoices.
- Audit approval chains and confirm invoices followed the right policy.
- Manage entity configurations: features, integrations, and access.
- Oversee ERP synchronization and resolve any sync errors.
- Review security and access regularly.
Your role in Mod AI
Controllers and Finance Managers usually have the Administrator or Controller entity role.
| Permission | Access |
|---|---|
| View all invoices, POs, receipts | Yes |
| Edit and upload invoices | Yes |
| Approve or reject invoices | Yes |
| Customize the Agent | Yes |
| Manage approval policies | Yes |
| Manage vendors and other fields | View only (Administrator can manage) |
| Configure validation rule severity | Administrator only |
| Manage users | Administrator only |
| Manage entity settings | Administrator only |
For the full breakdown, see User Roles.
Key features you use
- Dashboard and Metrics. High-level view of AP performance across entities.
- Dashboard Metrics. Detailed breakdowns of processing volume, success rates, and trends.
- Approval Policies. Set up and audit approval chains.
- GL Coding. Review and manage chart of accounts and coding accuracy.
- Fields. Manage GL structure and dimensions.
- Validation. Configure which checks block invoices.
- Integrations and ERP. Monitor ERP connection status and sync health.
- Entity Settings. Configure entity-level features and settings.
- Security. Data protection, encryption, and access controls.
Daily workflow
- Open the Dashboard. Check processing volume, success rates, and pending items across your entities.
- Look at metrics and watch for spikes in errors or aging.
- Spot-check approval chains. Confirm invoices were routed through the correct approval policies and approved by the right people.
- Review GL coding accuracy. Check the agent's suggested codes on high-value invoices.
- Check ERP sync status. Verify approved invoices are syncing without errors.
- Review user access periodically and confirm roles follow least-privilege.
Common tasks
Review dashboard KPIs
Open the Dashboard for invoices processed, average processing time, approval turnaround, and error rates. See Metrics for definitions and methodology.
Set up approval policies
Define approval chains based on invoice amount, vendor, or department. Higher-value invoices can require multi-level approval. See Creating a Policy and Editing Policies.
Audit invoice history
Open any invoice and check the activity log. It records when the invoice was uploaded, who reviewed it, what was edited, which rules fired, and who approved it. The audit trail is on every invoice.
Review GL coding
Confirm invoices code to the correct GL accounts and dimensions. Review the agent's suggestions and any manual overrides. See GL Coding.
Check integration status
Open Integrations for ERP connection status. Look for sync errors and verify your supported ERP is connected. See Connecting Your ERP for setup.
Manage entities
If your organization runs more than one entity, configure each one independently. See Entities and Entity Features.
Tips
- Review metrics weekly. Trends over time matter more than daily spikes. See Dashboard Metrics.
- Audit high-value invoices. Focus your approval chain reviews on invoices above a threshold where errors hurt the most.
- Keep approval policies simple. Complex policies with overlapping conditions are hard to maintain. Start narrow and expand only when needed.
- Use the Agent for consistent coding. Agent instructions reduce manual coding errors across the team.
- Review access quarterly. Use entity users to remove departed employees and update roles for people who changed positions.
Frequently asked questions
How are dashboard metrics calculated?
Each metric has a specific methodology. See Dashboard Metrics for definitions, time windows, and what each calculation includes or excludes.
How do I audit an invoice's full history?
Open the invoice detail page and look at the activity log. Every event is timestamped: upload, AI extraction, edits, rule executions, notice resolutions, approvals, ERP sync. Every action shows the user who performed it.
How do I keep GL coding consistent?
Combine Agent instructions for automated coding, the agent's suggestions, and manual review for high-value invoices. The agent's coding accuracy improves over time as it learns from your corrections.
Can I see metrics across multiple entities?
The Dashboard shows metrics for the entity you are viewing. If you have access to several, switch between them with the company switcher.