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Case Study/Automation
Automating Invoice Processing
Automated a manual invoicing workflow, cutting processing time by 90% and eliminating data entry errors and reduplication.
ClientRegional Logistics Company
Duration10 weeks
Technologies
PythonOCRPostgreSQLReactREST APIs
The Challenge
The client processed over 500 invoices per month manually across three departments. Staff spent hours each day on data entry, cross-referencing spreadsheets, and chasing approvals via email. Errors were common and month-end reconciliation regularly took an extra two days.
Our Approach
- Mapped the existing end-to-end invoicing workflow with stakeholders from finance, operations, and management
- Designed an automated pipeline that extracts invoice data via OCR, validates against purchase orders, and routes for approval
- Built a dashboard for real-time tracking of invoice status and exceptions
- Implemented automated email notifications for approvals and escalations
- Ran a parallel processing period to validate accuracy before full cutover
Results
- 80% reduction in invoice processing time
- Data entry errors eliminated entirely
- Month-end reconciliation reduced from 2 days to 3 hours
- Staff redeployed from data entry to higher-value tasks
- ROI achieved within 4 months of go-live
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