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Automated Invoice Processing System for Financial Efficiency

pragmaticcoders.com

Financial services

Information technology

Challenges in Manual Invoice Processing

Manual data entry from invoices into multiple systems (Google Sheets, Productive, Google Drive) caused significant time delays (2+ hours daily), potential typos, and inefficient document management. Lack of automated validation and categorization led to operational bottlenecks.

About the Client

Medium-sized organization seeking to optimize internal accounting workflows through AI and low-code automation

Goals of Automation

Reduce manual data entry time by 75%
Integrate AI-powered OCR with existing workflow tools
Implement automated document categorization and validation
Minimize human error in financial data processing

Core System Functionalities

AI-powered OCR for invoice data extraction (Rossum integration)
Automated data transfer between Gmail, Google Sheets, Drive, and Productive
Dynamic folder creation and document organization in Google Drive
Auto-generated monthly invoice IDs with reset functionality
Category-based expense labeling in Google Sheets
Monthly automated expense reporting to Productive

Technology Stack

Rossum AI OCR

Zapier automation

Google Workspace APIs

System Integrations

Gmail
Google Sheets
Google Drive
Productive API
Rossum API

Operational Requirements

Monthly scalability for increasing invoice volumes
99.9% OCR data accuracy with machine learning improvement
Financial data security compliance (GDPR)
Real-time synchronization between systems

Expected Business Impact

Daily time savings of 2+ hours for finance personnel, 40% reduction in operational costs related to invoice processing, 95%+ accuracy in data entry, and improved compliance through automated audit trails. Enables reallocation of resources to strategic financial activities.