Finance and accounting · Sample scenario
Invoice data extraction
Supplier, date and amount fields are extracted from invoices that arrive by email, totals and duplicates are checked, and the entry is posted only after an accountant approves it.
Problem
Supplier invoices are keyed into the accounting system by hand. Typos and invoices recorded twice lead to long checks later on.
How it works today
The accountant opens PDFs and photos from a shared mailbox, copies every field into the system by hand and checks for duplicates from memory or by searching. At month end invoices pile up and get delayed.
What this scenario changes
The invoice file is read with OCR, and AI structures the supplier, tax ID, date, line items and total. The sum of the lines is compared with the total, and the invoice number is searched in the database. If everything matches, the entry goes to the accountant for approval and is posted to the system only after approval.
The process step by step
- Invoice arrives: The supplier sends the invoice by email
- Fields are extracted: The OCR text is structured
- Totals and duplicates checked: Line sum = total, number is not repeated
- Is the document readable and the math correct?: All required fields filled, totals match
- Accountant approval: Entry and account code are checked
- Posted to the system: Recorded as accounts payable
- Invoice recorded: The source file is attached to the entry
Exception path
- Document held for the accountant: The difference or unreadable field is shown
- Invoice on hold: Nothing is posted to the system
The role of AI
Recognizes fields in the OCR text: supplier, invoice number, date, line items, VAT and total. If it cannot read a field, it leaves it empty and flags it.
Human approval and exceptions
The accountant approves every entry before it is posted. If the document cannot be read, the totals do not match or a duplicate is suspected, the entry is held and shown to the accountant with the reason.
Frequently asked questions
Can an invoice be posted without the accountant seeing it?
No. Extracted data stays a draft first; posting happens only after the accountant approves it.
What happens with handwriting or a poor-quality scan?
Unreadable fields are left empty and the document is routed to the accountant; the system does not guess the amount or the date.
How are duplicates detected?
The invoice number and supplier are compared together with earlier entries; if a match is found, the entry is held.