AI Document Workflow Automation
Manual invoice processing slowed this company down. We built an AI-powered workflow that automatically extracts key data, validates it, and integrates it into their ERP system. The result: faster approvals, fewer errors, and major time savings.
Overview
Processing business documents is a time-consuming and error-prone task for many companies. In this case study, we explore how a mid-sized company could streamline its entire document workflow using AI automation — with a focus on invoice data extraction as one of the key building blocks.
The Challenge
Our hypothetical company processes hundreds of invoices each month, alongside other critical documents such as delivery notes, contracts, and internal reports. The manual workflow created several challenges:
- Employees spent hours on repetitive data entry.
- Human errors led to costly accounting mistakes.
- Approvals and processing times were slow, delaying payments and cash flow.
- Scaling the business meant hiring more staff instead of improving efficiency.
The company needed a way to automate document handling without overhauling its existing IT systems.
The Solution
We designed an AI-powered Document Workflow Automation system that integrates seamlessly into the company’s processes.
- Centralized Workflow: All incoming documents (PDFs, scans, emails) are collected in a single pipeline.
- AI Extraction & Classification: Machine learning and LLMs automatically extract key information (e.g. invoice number, supplier, amounts, VAT, due date).
- Validation & Error Handling: Business rules and AI-powered checks reduce false positives and ensure compliance.
- Integration with ERP/Accounting: The extracted data flows directly into the company’s existing systems — no manual re-typing needed.
The Results
By implementing this system, the company could achieve:
- 60–80% reduction in manual data entry for invoice processing.
- Faster approval cycles, improving supplier relationships and cash flow.
- Lower error rates, reducing accounting corrections and compliance risks.
- Scalability — handling more documents without hiring more staff.
Beyond Invoices
While this demo focuses on invoices, the same approach can be applied to many other document types:
- Delivery notes and transport documents.
- Purchase orders and supplier contracts.
- Employee expense reports.
- Internal reports, audits, and compliance documents.
- Medical, insurance, or legal paperwork.
👉 This makes AI-powered document automation a scalable, company-wide solution, not just a one-off tool.
Key Takeaways
- AI can automate repetitive document workflows, freeing up employees for higher-value tasks.
- Solutions integrate with existing systems — no need to replace what already works.
- Invoices are just one example: the same system adapts to multiple document types.
