For many organizations, invoice processing is a time-consuming task that puts unnecessary strain on finance staff. At one company, all vendor invoices were sent to a shared email inbox. A single employee was responsible for opening each email, extracting key information, and manually entering it into the Finance and Operations system. The volume of invoices, combined with varying formats, made this process inefficient and error-prone.

To solve this, XPERTECHS developed an AI-powered automation system that reduced manual work, improved accuracy, and gave the finance team a more efficient way to manage invoices.

The Problem

The manual invoice process was slowing things down. Key challenges included:

• Invoices arrived in a shared email inbox and had to be entered individually.
• One employee was responsible for manually entering every invoice into the ERP (Enterprise Resource Planning) system.
• Invoice formats varied widely, requiring extra time to interpret and reformat information.
• There was no way to easily verify accuracy or track issues before submitting invoices to finance and operations.

The Solution

XPERTECHS built an integrated system that connects the shared mailbox to the company’s Finance and Operations platform. The system uses Microsoft AI to extract invoice data directly from PDF attachments, regardless of format. Key capabilities include:

• AI-Driven Field Capture: Microsoft’s AI reads each invoice and extracts key fields such as billing address, totals, and due dates. It does not require invoices to follow the same template.
• Confidence Scoring: Each field is assigned a confidence score. The system flags errors and low-confidence values so they can be reviewed.
• Editable Interface: Users can compare the original PDF with the extracted data in a side-by-side view. All fields are editable before submission.
• Automated Learning: As the system is used, it learns from corrections. Accuracy improves over time as the AI becomes familiar with more invoice formats.

Key Outcomes

Time Savings and Workflow Efficiency

The finance team no longer spends hours manually keying in invoice data. The system handles the heavy lifting and significantly speeds up the intake process.

Improved Accuracy

The system flags potential errors before invoices reach the ERP system. This has reduced mistakes and improved confidence in the accuracy of financial records.

Better Visibility and Control

With a clear interface and structured review process, the team can easily spot issues, make corrections, and move invoices forward without confusion or delays.

Scalable and Intelligent

This solution is designed to grow with the business. The AI becomes more accurate with use and can be extended to handle other document types, such as project requests or compliance forms.

Applying Automation to Other Industries

Invoice processing is a common pain point. This approach can be adapted to streamline similar processes in other industries:

• Accounting Firms can automate expense submissions or accounts payable workflows, reducing data entry and error rates.
• Healthcare Organizations can process claims and vendor invoices more efficiently, improving cash flow and billing accuracy.
• Construction and Engineering Firms can automate subcontractor invoice intake or project expense approvals.
• Manufacturers can match invoices to purchase orders and delivery receipts, helping to avoid payment errors.
• Nonprofits and Associations can improve the intake of grant-related invoices or payments to vendors.
• Government Contractors can enhance compliance and accuracy in billing processes by automating invoice review and tracking.

Moving Toward a More Efficient Invoice Process

By replacing a manual, error-prone workflow with an AI-driven system, XPERTECHS helped this company streamline invoice processing and improve accuracy. The system provides structure, transparency, and the ability to scale with future needs.

Business Process Automation Expertise

XPERTECHS has a dedicated team focused on building automation solutions that make work easier and more efficient. If your organization is ready to improve operations and free up time for higher-value work, we should talk.

Learn more about business process automation solutions from XPERTECHS.