Automated Invoice Processing API for a Distribution Company
Project Overview
We helped a distribution company automate their manual invoice entry process by developing and integrating a custom AI-based automation workflow into their existing software. Their team previously spent countless hours reading supplier invoices and manually entering data into a web-based platform to manage their operations. With our solution, all they need to do now is upload the invoices, our solution does the rest.
Problem Statement
The company receives hundreds of invoices daily from multiple suppliers, each with different formats and layouts. This created a heavy workload for staff who had to manually extract and enter the required data into their internal system.
Key pain points included:
Time-consuming manual data entry from invoice documents
High risk of human error, especially with large volumes
Resource-intensive process that slowed down operations
Lack of standardization in invoice formats across suppliers
Solution
We built a custom API powered by state-of-the-art OCR models and fine-tuned LLMs, which was seamlessly integrated into their existing web application.
Core Features:
Users simply upload invoices into the existing platform
The AI workflow automatically extracts key data points such as:
– Product number
– Product name and description
- Quantity, unit, and pricing details
Standardizes and maps data regardless of invoice format
Automatically pushes structured data into their software’s database
Fast, accurate, and scalable for high-volume invoice handling
Process / Approach
N/A
Technical Workflow
Invoice Upload: Users upload supplier invoices (PDF or image) via the existing web application
AI-Powered Extraction: A custom workflow combines advanced OCR with large language models to accurately extract and interpret invoice data
Data Mapping & Structuring: Extracted fields are cleaned, validated, and mapped into predefined database fields
Seamless Integration: The structured data is automatically pushed into the company’s internal system via our integrated API
Challenges Faced
Dealing with inconsistent invoice layouts from different suppliers
Ensuring reliable extraction for edge cases and unusual formatting
Achieving high accuracy across various product categories and units
Integrating with the company’s existing system without disrupting workflows
Impact
Saved hundreds of hours in manual data entry per month
Increased accuracy and reduced human errors in invoice processing
Improved operational efficiency and faster turnaround on distribution tasks
Scalable solution that supports growing volumes without added resources
Seamlessly enhanced an existing system without requiring a full rebuild