Case study

Invoice automation: supplier invoices processed without the inbox queue

A distribution company automated supplier invoice processing, connected to email, its ERP and purchase orders, and went live in five weeks.

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Results

80%Less manual data entryTo confirm · Internal measure
MinutesPer invoice, not a queueTo confirm · Internal measure
FasterMonth-end closeTo confirm · Internal measure
5 wkFrom kickoff to liveTo confirm · Internal measure

Hundreds of invoices, all keyed by hand

Supplier invoices arrived by email in every format, and each one was opened, read, and keyed into the ERP line by line.

The work was slow, errors crept into the ledger, and month-end waited on a backlog that nobody could clear in time.

Invoices arrived in many formats from many suppliers.
Every line was keyed in by a person.
Typos slipped into the books and needed rework.
Month-end stalled on the backlog.

A flow that reads, matches and posts

We built an invoice flow connected to the accounts inbox and the ERP.

It reads each invoice whatever the layout, extracts the header and line items, matches it to the purchase order, and posts a draft entry for approval, with the source document attached.

Reads the invoice and extracts every line.
Matches it to the purchase order.
Checks totals, tax and duplicates.
Posts a draft and flags the exceptions.

Ran it beside the team, then let it lead

We set a confidence threshold and validation rules, ran the flow in suggest-only mode beside the team to check its output, then let it post drafts on its own once it proved accurate.

Mismatches and high-value invoices still wait for a person.

The flow went live in five weeks.

The keying gone, the close on time

The flow now handles about 80 percent less manual data entry, processes each invoice in minutes instead of waiting in a queue, and the team spends its time on the exceptions rather than the pile.

The ledger is cleaner, and month-end closes on schedule.

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