AP automation built for fuel retail networks and downstream energy operations

One platform to process invoices from every retail site, terminal, and plant, validate Service Entry Sheets and product volumes, settle dealer and haulage payments, and enforce financial controls across every entity and tax jurisdiction.

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Why downstream energy AP absorbs so much finance capacity

Hundreds of retail sites, a terminal network, a blending plant, and a haulage fleet, each generating invoices tied to different documents, different approvers, and different validation rules. Downstream margins leave no room to pass that cost on, so every hour AP spends re-keying invoices and chasing approvals comes out of the operating result.

What holds energy and fuel retail AP teams back

Retail network invoice volume

Hundreds or thousands of branded sites, each generating rent, utilities, cleaning, security, and maintenance invoices every month. High volume, low value, and almost all of it arrives without a purchase order.
Non-PO invoices with nothing to match against

Every non-PO invoice needs a coder, an approver, and a policy check before it can post, and downstream operations run a high proportion of them.
Service invoices and Service Entry Sheet validation

Services confirm against a Service Entry Sheet, goods against a receipt. There are different documents, different approvers, and different rules for every invoice scenario the business runs.
Product volumes that never match exactly

Invoiced litres, lifted litres, and terminal throughput differ once temperature and density corrections are applied. Matching engines built for unit counts flag every one of those as an exception.
Dealer network settlement across mixed operating models

Company-owned, dealer-owned, and dealer-operated sites each carry different commission structures, margin treatment, and price-change reconciliation.
Haulage and tank-lorry contractor invoices

Per-kilometre and per-litre rate cards, trip-level validation, and thousands of low-value lines a month from transport contractors.
Lubricants plant and import supply chain

Base oil, additives, packaging, inbound freight, and customs charges, all matched at plant level against blending schedules and plant purchase orders.
Excise, levy, and multi-tax validation at capture

Fuel excise, petroleum levy, VAT or GST, and withholding tax, each with its own refund and remission treatment. Manual handling at network volumes compounds errors.
Working capital tied up in claims and receivables

Regulated pricing claims and government receivables sit unpaid for months. With cash locked up, every payment run becomes a decision about which suppliers wait and which early-payment discounts get missed.
Customised ERPs and joint venture entities

Years of ERP customisation, plus terminal and pipeline joint ventures that need cost allocation across partners and entities. AP data ends up fragmented across the group.

Weeks from implementation to full go-live

50-70%

Productivity improvement

Minute in invoice processing time

How SpendConsole solves it. From terminal to retail site to settlement

Connect suppliers, sites, and dealers into one control layer

Bring every supplier, contractor, dealer, site, and entity into a single control layer, with unified supplier data, consistent policies, and multi-ERP connectivity across the operation.

Unified supplier master across every entity, terminal, plant, and retail site, removing duplicate contractor and supplier records
Centralised profiles holding rate cards, tax identifiers, banking details, and compliance records
Free supplier portal, contractors, dealers, and haulage operators onboard themselves and track invoice status without contacting AP
Multi-entity consolidation across the retail network, terminal operations, blending plants, and joint venture entities under one set of policies
Native integration with SAP S/4HANA (Public and Private Cloud), SAP Business Network, and other ERP platforms, including heavily customised instances
Role-based access so site managers, terminal operations, and plant finance track their own invoices without routing everything through central AP

Have one supplier master and one set of approval rules, across every site, terminal, and plant in the group.

Capture every invoice scenario the business runs

Process non-PO, goods, and service invoices on arrival, each with its own required documents, validations, and approval path.

98%+ AI extraction across PDFs, scans, e-Invoices, and 20+ languages
Separate handling for non-PO, PO-based goods, and service invoice scenarios, each with its own required documents and validations
Automated GL coding and cost allocation across entities, sites, terminals, cost centres, and joint venture partners
VAT, GST, and withholding tax validation at point of capture, with excise and petroleum levy applied as configurable tax rules
50+ currency support with built-in FX handling for imported base oil, additives, and product cargoes
Automated duplicate detection and line-item extraction tied to purchase orders, goods receipts, and Service Entry Sheets

Every invoice scenario is handled on arrival, coded, allocated, and routed without anyone re-keying it into the ERP.

Resolve volume and service exceptions before they hold up payment

Match invoices against purchase orders, goods receipts, Service Entry Sheets, and contracted rates, then surface the exceptions that need a decision.

Automated 2/3/4-way matching with configurable tolerance thresholds for volume, density, and rate variances
Service Entry Sheet and goods receipt validation applied per invoice scenario
Confidence-scored match outcomes, separating exceptions that need a decision from variances inside tolerance
Policy-driven routing with escalation rules and SLA tracking, so exceptions reach the right site manager, terminal controller, or finance approver
In-context exception communication tied to the specific invoice, purchase order, or Service Entry Sheet

Variances inside tolerance clear automatically, and your AP team only sees the invoices that need a decision.

Settle payments across entities, dealers, and currencies

Move from validated invoice to executed payment with tax compliance, financial controls, and group-wide visibility built in.

Approval-gated payments with role-based controls across virtual cards, ACH, wire, and batch payouts in 50+ currencies
Automated reconciliation back to each entity’s ERP
Real-time tax validation (ATO, FTA, IRD) and non-compliant invoice rejection
Peppol e-invoicing compliance across AU, NZ, and UAE
Dealer commission and haulage contractor settlement on the same payment run as material suppliers
Full audit trail from supplier onboarding through to payment
Consolidated dashboards, spend by site, terminal, plant, entity, dealer, and cost centre

Every payment is traceable to the invoice, the approval, and the entity that carries the cost.

Gain visibility across the network

Get real-time visibility across the payables operation, from retail site invoice arrival through to settlement.

Real-time dashboards tracking spend by site, terminal, plant, entity, and dealer without manual aggregation
Invoice cycle time tracking from arrival to payment, by scenario, site, and entity
Intake monitoring across all channels, email, portal, PO Flip, EDI, e-invoicing, API
AP performance benchmarks: cost per invoice, touchless rates, exception resolution times
Consolidated group reporting across the retail network, terminals, plants, and joint venture entities, available to finance leadership on demand

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Proven in energy and fuel retail

National Energy & Fuel Retailer | Pakistan

From manual accounts payable to AI-powered finance in 12 Weeks

70%

Productivity improvement achieved

SpendConsole replaced Shell's manual accounts payable process, invoice entry, validation, matching and approvals, with an AI-powered orchestration platform integrated directly with SAP. Go-live took 12 weeks.

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Why energy and fuel retail teams choose SpendConsole

SAP integration that works around customisation

Connects to SAP S/4HANA Public and Private Cloud and SAP Business Network, including instances carrying years of custom development. No ERP migration required.

Every invoice scenario the business runs

Non-PO, PO-based goods, and service invoices with Service Entry Sheet validation, each carrying its own rules and required documents. All handled in one platform.

Built for network-scale volume

Hundreds of retail sites, terminals, plants, dealers, and haulage contractors submitting through 8+ intake channels, email, portal, PO Flip, EDI, e-invoicing, API.

AP only touches exceptions

Capture, matching, validation and posting run without anyone opening the invoice. AP teams only step in where the platform flags a missing document, a mismatched PO, or a validation that needs a judgement call.

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Trusted by enterprise and government finance teams

“It is not easy to find a solution that can work in our region. Some tools have workflows but cannot read Arabic handwriting. Others integrate poorly with SAP or lack analytics. SpendConsole provided a complete, end-to-end solution that truly addressed our challenges.”

Mahmoud Ezzeldin

Regional Finance and Accounting Director | HSA Group
"We truly believe SpendConsole really wanted to understand our business. With the other players in the market, it felt like more of an off-the-shelf solution. SpendConsole took the time, understood our problem statements, and really understood our requirements."

Dion Morgan

Senior Vice President, Global Finance Operations | Toll Group
"As their first customer, I embraced the power of their AI automation software to enable us to consolidate all of our supplier invoices across our global business in one place. This helps prevent incorrect and duplicate payments and has improved our payables productivity by over 50%."

Brett Fulton

CEO | Fulton Francis
“The implementation was remarkably smooth, our client’s teams working collaboratively with SpendConsole to deliver the program on time, on-budget, and meeting our business objectives.”

Ian Walford

Group Treasurer | Macmahon
“SpendConsole significantly improves our processing times and minimises our risk of incorrect payments.”

Brendan Francis

Founder and CEO | PRAAS
“SpendConsole significantly improved our control over finance and AP processes, and reduced dependency on individual resources, enabling strategic decisions and unlocking productivity.”

Jonathon Porcelli

General Manager (Financial Control) | Mitsubishi Motors Australia
“The SpendConsole team is supportive, collaborative and delivers outcomes that meet our organisation’s needs.”

Amina Bello

Director – Shared Services Integration | TAFE NSW

FAQs

Automotive, mining, transport and logistics, retail and consumer, healthcare, banking and financial services, government, education, asset-intensive operations, and shared services. The platform is industry-agnostic at its core and configured for each vertical’s invoice scenarios, compliance requirements, and matching complexity.

Service invoices are validated against Service Entry Sheets, with service-specific documents and business rules applied per scenario. Shell brought non-PO, PO-based goods, and service scenarios onto the platform across three phases.

Yes. Invoices arrive through email, portal, PO Flip, EDI, e-invoicing, or API and are captured centrally with 98%+ AI extraction accuracy. Site staff do not enter or validate invoices.

Matching runs with configurable tolerance thresholds, so variances arising from temperature and density corrections clear automatically. Only invoices outside tolerance thresholds route to a person.

No. SpendConsole sits above SAP as an orchestration layer. Shell deployed it against an SAP environment carrying years of customisation without changing the core ERP.

Wafi Energy Pakistan, the exclusive licensee for Shell Pakistan, reached full go-live in 12 weeks, recorded a 50–70% productivity improvement within weeks, and cut per-invoice processing from around five minutes to under one.

Take control of energy and fuel retail AP

See how SpendConsole handles the retail site volume, service invoice validation, and multi-entity allocation downstream finance teams deal with every month.