Automated Invoice Processing

Let AI handle the routine – focus on what matters

Do you recognize these situations?

This is how invoice processing works in most companies today

Month-end crunch

The invoice pile grows and the finance team works overtime just to process everything on time.

  • • Every invoice is opened, read, and manually entered into the system
  • • The same information is recorded in multiple places: ERP, email, Excel
  • • Experts spend their time on mechanical data entry instead of analysis

Errors and delays pile up

When hundreds of invoices are processed manually, human errors are inevitable.

  • • Wrong cost centers, missing attachments, and data entry errors
  • • Duplicate payments go unnoticed until a vendor complains
  • • Approval stalls because the right person can't be reached

Money and time go to waste

Slowness costs in many ways – both directly and indirectly.

  • • Early payment discounts are missed because invoices don't circulate fast enough
  • • Late payment fees accumulate unnoticed
  • • Cash flow forecasts are unreliable because data is constantly lagging

What does AI invoice automation mean in practice?

Not magic – but a colleague who reads, verifies, and routes invoices for you

AI reads and extracts data

When an invoice arrives from any channel, AI reads it and identifies all relevant fields automatically.

  • • Vendor, amount, reference number, line items, VAT – all extracted in seconds
  • • Works with all invoice formats: PDF, e-invoice, image, email attachment
  • • No need to train separately for each vendor – AI understands context

AI verifies and validates

Before the invoice moves forward, AI ensures everything matches – automatically.

  • • Compares against the purchase order: do the amount, vendor, and products match?
  • • Identifies duplicate invoices and anomalies compared to previous history
  • • Checks the budget and flags when limits are about to be exceeded

AI routes to the right approver

After verification, the invoice is automatically directed to the right person – or approves itself if everything checks out.

  • • The approver gets a Teams or email notification with a pre-verified invoice
  • • One click is enough – all background information is already prepared
  • • Small routine invoices are approved fully automatically based on predefined rules

Example: From invoice to approval in minutes

This is how the AI workflow processes an invoice in practice

1

Invoice arrives

From email, e-invoicing service, or scanner – AI picks up the invoice automatically

2

AI reads the content

Identifies vendor, amount, line items, VAT, and reference number in seconds

3

Automatic verification

Compares against purchase order, checks budget, identifies duplicates and anomalies

4

Routing to approver

The right person gets a Teams notification with a pre-verified invoice – one click is enough

5

Posting and archiving

The approved invoice is automatically transferred to ERP, accounting, and archive

Works with your existing systems

The AI workflow connects your existing software – no need to switch systems

ERP and accounting

NetSuite, SAP, Xero, QuickBooks – invoices are automatically posted to the correct accounts

Invoice receipt channels

Email, e-invoices, scanned PDFs – all channels managed from a single point

Approval and communication

Teams, Slack, email – the approver sees and approves the invoice with one click

Archiving and reporting

SharePoint, Confluence – complete audit trail and automatic archiving

Budget tracking

Real-time view of expenses and budget – no more end-of-month surprises

Concrete business benefits

What changes when invoice processing is automated?

90% faster processing

Manual work drops from minutes to seconds. Invoices go through approval in hours instead of days.

Over 95% accuracy

AI doesn't make typos. Duplicates, anomalies, and wrong cost centers are identified automatically.

Finance team focuses on what matters

Routine data entry and verification work disappears. Experts focus on analysis and exceptions.

Early payment discounts captured

Faster circulation means time-sensitive discounts are systematically utilized.

Scales without extra resources

Invoice volume can multiply without needing a single additional hire.

Compliance and audit trail

Every invoice leaves an automatic trail: who approved, when, and on what basis.

Want to see how this would work for you?

Book a free 30-minute assessment – let's explore together how much time and effort invoice automation would save

I want to streamline invoice processing Book a free assessment