Example solution
Invoice Processing Automation
Invoices arrive by email, as attachments and on paper. Someone has to register each one, check the details and chase approvals. This example shows how a more consistent process could reduce repetitive work.
- Status
- Proposed solution
- Category
- Workflow Automation · Document Processing
- Who it's for
- Finance teams, accountants, SMEs and multi-site businesses
The challenge
Where is that invoice now?
Invoices sit across personal inboxes, shared mailboxes and paper folders. Details get copied manually and approvals happen in email threads. It becomes difficult to see what is pending, approved or potentially duplicated.
Our approach
Keep invoices and approvals in one place
Invoices would arrive in a shared queue. Data could be read from electronic invoices and PDFs, or extracted from scans using OCR. Rule-based checks would flag missing fields and possible duplicates. AI would be optional for cases that cannot be handled reliably with simpler methods. A person would review and approve each invoice before export.
How it could work
- 01
Collect
Forward invoices to a dedicated address or upload them to a shared workspace.
- 02
Extract data
Read supplier, invoice number, amount and due date from structured files, PDFs or scans using OCR where needed.
- 03
Validate
Apply checks for missing fields, mismatches and possible duplicates.
- 04
Assign
Route each invoice to the right approver based on agreed rules.
- 05
Approve
The approver compares the original invoice with the extracted data and approves or returns it.
- 06
Export
Prepare approved invoices for import into accounting software.
Potential benefits
Less admin. Clearer invoice status.
- One place to collect incoming invoices.
- Less copying between documents and spreadsheets.
- A clear record of who reviewed and approved each invoice.
- Better visibility into pending approvals and due dates.
- Earlier detection of possible duplicates and missing details.
These are potential benefits, not measured results from a client deployment.
Design priorities
Finance stays in control
- Human approval before export to accounting.
- Original documents available alongside extracted data.
- Rule-based checks and clearly flagged exceptions.
- Structured export first; direct integrations could follow later.
- Role-based access and appropriate data protection.
Where we would start
Where we would start
This is an example of a possible solution, not a finished product or a completed client project. We would first review your current workflow and test a small, focused prototype before agreeing on scope or technology.
Dealing with something similar?
We can review your current process, identify where time is being lost and suggest a practical first step tailored to your business.