Finance & administration
Turning a daily invoice pile into a five-minute review
Multi-site trading business
Problem
Supplier invoices arrived as PDFs and scans in several layouts. Each one was opened, read, and typed into the accounting system. Month-end closing was consistently delayed and discrepancies were only found weeks later.
Solution
An intake service reads every incoming document, extracts supplier, line items, totals and due dates, and validates them against existing purchase records. Confident matches post automatically; anything ambiguous lands in a review queue with the source document side by side.
Result
- 94 %
- of documents processed without a human
- 5 min
- daily review instead of hours
- 3 days
- earlier month-end close
Finance stopped being a data-entry function. Discrepancies now surface on the day the invoice arrives instead of at the end of the month.
Before — done by hand
- Open each document~4 min
- Copy the values~10 min
- File it in the right place~4 min
Typical time, every single time
~18 min
After — automated
0 %
of documents processed without a human
0 min
daily review instead of hours
0 days
earlier month-end close
Technical details
- Architecture
- Ingestion queue → OCR and layout parsing → structured extraction → validation against ledger records → posting service, with every step versioned and auditable.
- Technologies
- Python · FastAPI · PostgreSQL · React
- Integrations & APIs
- Accounting system API · Object storage for source documents · SSO
- AI / decision logic
- Layout-aware extraction combined with a vision-capable language model for non-standard documents, plus confidence thresholds that route uncertain results to human review.
- Deployment
- Docker images on a private host, with document storage kept inside the client's own infrastructure.
Does this sound like your business?
Tell me which process costs your team the most time and I will tell you honestly whether it can be removed.
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