Move invoices from inbox to approval.
Extract key information from incoming invoices, check required fields and potential duplicates, and send exceptions to the right reviewer. Approved records move into your accounting workflow with a traceable history.
When this is useful.
This is useful for a finance or operations manager when invoices still mean repeated data entry, inconsistent documents, and slow approvals. The workflow is a fit when you want extraction and checks to happen in one place, and a person to review anything uncertain before it reaches accounting.
How the workflow operates.
- 01
Receive
Invoices arrive from the inbox or intake channel you already use.
- 02
Extract
Key fields are captured into a structured record.
- 03
Validate
Required fields and possible duplicates are checked.
- 04
Approve
Exceptions go to a reviewer; approved records move on with a history.
What we would build.
- Document intake from the channel you already use
- Structured extraction of the fields you require
- Validation checks for missing information and possible duplicates
- A review queue for exceptions
- An approved export into your accounting workflow
- A processing history that shows what moved, and who reviewed it
What we need to start.
- A representative set of invoices
- The fields that must be present before approval
- Validation rules, including how duplicates should be flagged
- Who owns approval for each exception type
- How approved records should enter your accounting system or import file
Where your team stays in control.
Uncertain fields, suspected duplicates, and approval exceptions wait for a person. A confidence score is not enough to treat a record as correct, and it does not authorise payment. Reviewers still decide what is approved.
A focused first pilot.
A first pilot usually covers one invoice category and one intake channel. That keeps the documents comparable, so extraction and review can be checked properly.
How success is measured.
Field accuracy is checked against examples your team has already reviewed. Handling time measures active work on the document, not the days it waited in a queue. Correction rate tracks how often a record needed to be changed before it could proceed.
Handling time
Active time spent working a document, kept distinct from elapsed time waiting for approval.
Field accuracy
Extracted fields compared with checked examples from your own invoices.
Correction rate
Documents that needed a correction before they could move on.
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From the journal
Take invoices out of the inbox loop.
Tell us how invoices arrive today, who approves them, and which fields must be right before they move on.