Invoice and Document Processing
Invoices and delivery documents are read automatically, checked against your rules, and passed to your accounting system, so people review exceptions instead of typing.
Use case. An example of how this kind of solution works. It is not a client engagement and contains no real results.
The business problem
Supplier invoices and delivery documents arrive as PDFs, photos and email attachments. Someone reads each one and types the details into the accounting system.
- Repetitive data entry that grows with volume
- Typing errors that appear later during reconciliation
- Documents scattered across inboxes at month-end
How the solution works
Documents are collected in one place, read by data-extraction software, and validated against business rules. Clean documents go straight through; flagged ones appear in a short review list with the original beside the extracted data.
How it fits your workflow
It sits between your mailbox and accounting software. Finance staff keep control: they approve exceptions rather than type every document.
Potential benefits
- Less manual data entry
- Errors caught at entry rather than at reconciliation
- Documents stored and findable in one place
Limitations
- Extraction is not perfect, so a review step is essential
- Unusual layouts and poor scans need extra handling
- Rules must be maintained as suppliers and processes change
How to implement a similar solution
- Collect a sample of recent documents, including the awkward ones.
- Define which checks must pass before posting.
- Run alongside manual entry for a period, compare, then switch over.
What it automates
- Collecting documents from email and uploads
- Reading supplier, dates and amounts
- Matching invoices to purchase orders
- Flagging duplicates and unusual amounts
- Posting approved invoices to accounting
- Documents arrive in one place A dedicated mailbox or upload page collects every document.
- The details are read Supplier, dates, amounts and line items are extracted into a structured record.
- Rules check the result Totals, purchase-order matches and duplicates are checked automatically.
- People approve exceptions Only flagged items need a human look before posting to the accounting system.
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