Invoice processing
Project Description: Use AI to extract invoice details, match supplier records and suggest accounting codes as invoices enter the ERP. Prepare draft bills and flag missing or inconsistent information for accounts payable review.
Implementation effort
120–440staff hours total
Current workload
—staff hours / month
Net time saved
—staff hours / month
Project difficulty
Moderate
Implementation work
Define invoice coverage8–28h
- Choose invoice types, entities, languages and required accounting fields; agree what AP must check before approval.
- Map the current workflow, workload and exceptions. Confirm the selected product supports the agreed scope and assign finance and technical owners.
Prepare finance data and coding rules12–48h
- Confirm supplier records, account and dimension definitions, tax treatment and allocation rules.
- Where the product uses previous postings, select reliable examples and resolve inconsistent coding. Repair records needed for this workflow.
Sources
Connect invoices to the ERP12–48h
- Configure invoice intake, access permissions and field mappings to ERP records and draft bills.
- Handle duplicates, failed transfers and retries; reconcile incoming invoices with drafts to catch missing or repeated work.
Configure invoice coding and draft bills32–112h
- Configure extraction, supplier matching, accounting suggestions and draft-bill fields using the selected product.
- Provide the required accounting context. Show reviewers the invoice and suggestions; validate totals, tax and permitted account combinations.
Configure review and controls8–28h
- Set reviewer permissions, correction routes and handoffs for unknown suppliers, missing details and failed processing.
- Apply approval and posting controls; retain source documents and corrections. Establish who can stop processing and use the manual fallback.
Test invoice accuracy and exceptions32–120h
- Have finance establish expected entries for representative invoices; measure accuracy, correction time and unresolved cases.
- Test difficult formats, tax treatments, duplicates, permissions, outages and misleading document instructions. Correct failures and retest.
Train AP staff and launch16–56h
- Train reviewers on corrections and escalation. Pilot against the existing process and reconcile results before launch.
- Set production monitoring and support responsibilities. Cover early live issues and confirm the manual fallback works.
Ongoing work
Maintain invoice processing32–128h / yr
- Sample outputs, resolve failures and support reviewers; maintain mappings and configuration.
- Run regression checks as the product, model or ERP changes.
Annual hours. Estimate: 2–8 hours per month plus 2–8 hours per quarter, giving 32–128 hours per year. Excludes routine invoice review.
Further projects
- Extend invoice coverage to more entities, languages or invoice types.
- Reuse invoice data and ERP connections for supplier-query assistance or spend analysis.