Use Case · Cross-Industry
Invoice
Processing
Automatic capture, validation, approval and posting of incoming invoices. From the mailroom to payment, without manual keying.
Why Invoice Processing Is a Lever
2-3 full-time roles just for data entry
A mid-market company processes 500-5,000 incoming invoices per month. Each one goes through the same process: log receipt, read the data, enter it into the ERP, match against the purchase order, assign a nominal code, obtain approval, post, pay, archive.
For a single invoice, this takes 8-15 minutes. That does not sound like much, until you scale it up. At 2,000 invoices per month, that is 270-500 hours of pure processing time. That is 2-3 full-time employees doing nothing but transferring numbers from one document into another system.
And errors happen. 3-5% of invoices are captured incorrectly: wrong amount, wrong nominal code, wrong cost centre. This creates knock-on costs: late-payment charges, lost early-settlement discounts, incorrect accruals, supplier disputes. And the accounts team has no time for what it should actually be doing: analysis, management reporting, and strategic finance work.
How the Process Changes
Before / After
Cycle time from receipt to posting
The Solution in Detail
How We Automate Invoice Processing
01
Document Intelligence & Data Extraction
The AI agent recognises incoming invoices regardless of format: paper (scanned), PDF, email attachment, e-invoicing standards, EDI. Automatic extraction of all relevant fields, not just header data but also individual line items, tax rates, discounts and payment terms.
ABBYY Document Intelligence for OCR and field recognition. Custom models for industry-specific invoice formats. Automatic e-invoice detection. Duplicate checking.
02
3-Way-Match & Validation
Every invoice is automatically checked against the corresponding purchase order and goods receipt. Discrepancies in quantity, price or terms are flagged immediately and categorised.
03
Coding & Approval Workflow
Automatic nominal code and cost centre assignment, both rule-based and ML-based, learning with every organisation. The approval workflow is triggered automatically: to the right person, based on amount, cost centre and business unit.
ML-based coding against historical postings. Configurable approval workflow with amount thresholds and deputy rules. ERP integration.
04
Posting, Payment & Archiving
After approval: automatic posting in the ERP, automatic payment run with early-settlement optimisation, standards-compliant archiving. Complete audit trail from receipt to payment.
ERP integration (SAP FI/CO, Dynamics 365, DATEV). Automatic early-settlement calculation and optimisation. Standards-compliant archiving with process documentation.
Results
What Invoice Processing Automation Typically Delivers
85%
Less manual
capture
95%
Fewer
capture errors
€200–400k
Savings per year
(at 2,000+ invoices/month)
2–4%
More early-settlement
discount captured
Your specific results will depend on invoice volume, ERP landscape and current level of digitisation.
Case Study: Invoice Processing
Incoming invoices were transferred manually between isolated systems — with no direct integration between the document inbox and the ERP. Staff extracted document data by hand, performed manual matching, and routed each order individually through the approval workflow. This resulted in high time expenditure, error-prone data entry, and delays across the entire accounts order process.
UiPath Intelligent Document Processing (IXP) with Document Understanding and LLM integration for automatic extraction and classification of invoice documents — with direct ERP connectivity. Rule-based matching, automatic exception handling, and seamless routing through the approval workflow. No manual intervention between inbox and posting.
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From receipt capture to electronic filing. ERP-integrated, accounting-standards compliant.
Ready?
How many incoming invoices do
you process per month?
Let us calculate in 30 minutes what invoice processing automation would deliver for your organisation, in cycle time, in error rate and in pounds (including early-settlement gains).
No sales pitch. Just an honest assessment.
120+ Clients. 100% Satisfaction. 7 months to Profitability.
WHAT YOU GET IN THE DISCOVERY CALL
Identify your best use cases
Based on your industry and process landscape
Calculate concrete ROI
In Euros, FTE equivalents and time savings
Show examples from your industry
Real results of comparable companies
Define timeline and next steps
Concrete roadmap, no vague promises