AI-Powered Invoice Data Extraction
Intelligent invoice processing with 99.9% accuracy using OCR, machine learning, and automatic SAP integration
Automation Workflow
How the automated invoice processing works step by step
Before vs. After
| Aspekt | Before | After |
|---|---|---|
| Data Entry | Manual data entry from PDF invoices | Automatic OCR extraction with AI validation |
| Processing Time | 15-20 minutes per invoice | 2-3 minutes end-to-end |
| Error Rate | Up to 8% in data entry | Below 0.5% |
| Duplicate Detection | No automatic detection | Intelligent duplicate detection |
The Challenge
Invoice processing consumes significant resources in many organizations. Typical scenario: Monthly, over 500 invoices from more than 200 suppliers arrive via email, mail, and fax. Three full-time employees spend their workdays transferring data from PDFs, scanned documents, and images manually into SAP. Invoices come in wildly different formats: invoice numbers positioned top left on some, bottom right on others, various languages. Every wrong number means reconciliation problems at month-end. Error rates hover around 8% - leading to duplicate payments, missed early payment discounts, and frustrated suppliers. Average processing time per invoice is 4 minutes, adding up to 33 hours of pure data entry per week. Audits are problematic since traceability is lacking. Annual costs for late fees and missed discounts easily exceed €50,000. The monotonous work leads to high department turnover.
Our Solution
A fully automated, AI-powered invoice processing solution combines cutting-edge OCR technology with intelligent data validation. Google Cloud Vision handles initial text recognition, processing invoices in any format, language, and quality level - whether clean PDF, photographed receipt, or fax. OpenAI GPT-4 analyzes extracted data contextually, automatically recognizing where each piece of information is located: invoice number, date, line items, VAT, payment terms. The system continuously learns from processed invoices and improves its recognition rate. Multi-stage validation checks data plausibility: Is the VAT calculation correct? Does the supplier exist in the system? Has this invoice already been submitted? Duplicates are reliably detected and blocked. After successful validation, data transfers automatically to SAP with correct cost center assignment - based on machine learning that learns from historical booking patterns. When uncertainties arise, invoices go for manual review, complete with AI-generated suggestions and confidence scores.
Key Features
Intelligent OCR
Advanced OCR technology that handles various invoice formats and languages
AI Validation
Machine learning validates extracted data against historical patterns and business rules
Auto-Categorization
Automatically categorizes expenses and assigns to correct cost centers
Duplicate Detection
Prevents duplicate payments with intelligent invoice matching
Results
80% cost reduction, processing time from 24 hours to 2 minutes
Integrations
Seamless connection to your existing infrastructure
SAP S/4HANA
ERP SystemDirect integration via SAP BTP API for invoice booking and cost center assignment
Google Cloud Vision
OCR EngineState-of-the-art OCR technology for reliable text recognition from any document
OpenAI GPT-4
AI ValidationIntelligent validation and categorization of invoice data
PostgreSQL
DatabaseHigh-performance database for duplicate detection and data storage