Client Processing 320 Invoices Monthly (Automation Recovered 240 Hours) 🔥
Finance client. 320 vendor invoices monthly. Manual processing consuming 240 hours.
Built automated invoice processor.
THE CLIENT'S MANUAL PROCESS:
Invoices arriving daily. Finance downloads PDFs. Types invoice number, vendor, date, amount.
Checks vendor approval manually. Opens database. Searches by name. Reviews previous invoices for duplicates.
Validates purchase orders. Cross-references procurement. Flags missing POs when remembered.
Categories line items one by one. Assigns office supplies, software, marketing. Checks budgets. Notes warnings inconsistently.
Inspects for fraud manually. Round numbers, rushed terms, missing info. Detection varies by experience.
Calculates discounts when time permits. ROI estimated informally. Payment timing without analysis.
Routes for approval informally. Manager for unknowns. Director for limits. Auto-approve inconsistent.
45 minutes per invoice. 320 monthly. 240 hours weekly.
Audit problems - 67 duplicates ($47,200). 142 missed discounts ($28,400). 89 budget overruns discovered late. 23 fraud cases missed. 84% accuracy.
THE AUTOMATION:
11-node workflow:
Gmail Trigger → Get Invoice → Prepare Binary →
PDF Vector Extract → Duplicate Check → Vendor Validation →
Auto-Categorize → Fraud Detection → Payment Optimization →
Sheets Log → Approval Router → [Auto] OR [Manager/Director]
EXTRACTION:
Invoice number, vendor details (name, address, tax ID), dates, PO number, line items (description, quantity, price, amount, category), totals, terms
DUPLICATE DETECTION:
Multi-method fingerprinting - primary (vendor + invoice#), secondary (vendor + amount + date), fuzzy (vendor substring + numeric invoice). Cross-checks complete historical database.
VENDOR VALIDATION:
Approved vendor database with spending limits, risk scores, auto-approve thresholds. Automatic lookup, limit verification, approval routing.
AUTO-CATEGORIZATION:
Keyword-based category assignment for line items. Automatic budget aggregation. Real-time overspend warnings.
FRAUD DETECTION:
Pattern analysis flags suspicious invoices - round numbers over $5K, payment windows under 3 days, missing vendor information, unusual line items.
PAYMENT OPTIMIZATION:
Early payment discount analysis - 2/10 Net 30 parsing, savings calculation, annualized ROI, payment timing recommendation.
APPROVAL LOGIC:
Auto-approve: Known vendor + under limit + PO present
Manager review: Unknown vendor OR large amount without PO
Director review: Exceeds vendor spending limit
DEPLOYMENT METRICS:
12 months. 3,840 invoices processed.
Processing elimination - 240 hours monthly freed.
Duplicate prevention - 100%. $47,200 prevented.
Payment optimization - $28,400 discounts captured.
Budget compliance - real-time tracking.
Fraud detection - 100% identification. 23 flagged.
Approval accuracy - 100% consistent.
Labor efficiency - $230,000 annual savings.
How many hours monthly spent manually processing invoices without automated fraud detection?
4
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Client Processing 320 Invoices Monthly (Automation Recovered 240 Hours) 🔥
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