Invoicing and reconciliation on autopilot

The challenge

The monthly close ate up several days between downloading invoices from email, typing them into the accounting system and matching payments one by one.

How it was done before

Invoices arrived by email and through a supplier portal; they were printed or filed away, typed into the accounting program and, at the end of the month, someone matched payments against the bank statement line by line.

What we built

• Invoices are collected from email and the supplier portal as soon as they arrive.
• A model extracts the key fields and validates them against the matching purchase order.
• The accounting entry happens on its own and payments are reconciled against the bank movements.
• A person is alerted only when there is a discrepancy or a document is missing.

Human oversight

Invoices whose amount does not match the order, exceed a threshold or come from a new supplier are held for human review before entry. Nothing is paid automatically.

What the client takes away

• Automatic extraction and validation
• Daily reconciliation
• Auditable log of every operation

Outcome (expected)

The specific metrics — hours recovered, errors avoided, response times — are agreed at the start of each project and measured afterwards. This scenario is illustrative: we do not publish figures we cannot back up.

Limits

• It does not execute payments: it prepares and records; paying remains a human decision.
• Extraction depends on document quality; illegible ones go to a person.
• The formal accounting close is signed by whoever is responsible, with the auditable log in front of them.