AI Automation
Supplier invoices out of the inbox and into the ledger
Three staff spent most of each morning rekeying supplier invoices from PDFs and email bodies into the accounting system.
- Client
- Building supplies wholesaler
- Sector
- Distribution
- Year
- 2026
- Service
- AI Automation
- ~22 hrs
- Manual work removed weekly
- 94%
- Straight-through processing
- 100%
- Decisions logged for audit
Engagement
Stack involved
- Claude API
- Python
- Power Automate
- Microsoft Graph
- SQL Server
The situation
Around 400 supplier invoices arrived weekly across PDF attachments, scanned images and plain email text, in no consistent format. Rekeying was slow and error-prone, and errors surfaced at month-end when they were expensive to unpick.
What we did
- 01
Two weeks measuring the existing process to establish a real time-and-error baseline before proposing anything.
- 02
Extraction pipeline for line items, totals, tax and purchase-order references, running on an enterprise API tier with no training on client data.
- 03
Confidence thresholds tuned so uncertain extractions route to a person with the source document and the model’s reasoning attached.
- 04
Three-way match against purchase orders and goods-received notes before anything posts to the ledger.
- 05
Every decision logged with input, output and confidence, giving the auditors a trail that did not previously exist.
The outcome
Ninety-four percent of invoices now post without human touch; the remainder queue for review with the context needed to clear them quickly. Roughly 22 hours of weekly rekeying was removed, and the two staff who did it moved onto supplier queries and credit control.
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