Invoice processing · Production

DocuWare automates invoice processing with machine learning indexing and digital approval workflows

The problem

Accounts payable teams spend significant time on manual invoice data entry and searching for purchase orders, accumulating errors and slowing approval cycles.

Workflow diagram · grounded in source
1
Machine learning invoice capture
Ai action
A machine learning system understands and extracts data from any invoice without manual entry.
▾ source quote
“intelligent indexing, a machine learning system that understands and extracts data from any invoice”
2
Secure central archive
Integration
All invoices are securely stored in an accessible repository organised based on captured index data.
▾ source quote
“All invoices are securely stored in a secure, accessible repository and tightly organised based on captured index data”
3
Automated approval routing
Routing
Invoices are digitally routed through approval chains or approved straight-through based on predefined rules.
▾ source quote
“Digitally route invoices through approval chains for faster decision-making or initiate a straight-through approval based on predefined rules. Quickly handle exceptions while maintaining full visibility throughout the process.”
4
Human approver review
Human review
Invoices that do not meet automatic approval criteria are routed to an individual or a cost centre manager for approval.
▾ source quote
“route to an individual or a cost centre manager for approval”
5
ERP posting record output
Output
A booking record is automatically generated for easy posting back to the ERP system.
▾ source quote
“Create a booking record for easy posting back to your ERP system”
Reported outcome

DocuWare's automated invoice processing speeds up invoice approvals, reduces processing costs, and cuts down on errors, with deployment possible in three days or less.

Reported metrics
Invoice approval speedspeeds up invoice approvals
Processing costsreduces processing costs
Data entry errorsgreatly reducing errors
Deployment timethree days or less
Reported stack
DocuWare Intelligent IndexingOutlookSAPQuickBooks
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Source
https://start.docuware.com/en-gb/invoice-processing/how-automated-invoice-processing-works1
Read source ↗

Frequently asked questions

What did this team achieve with this AI workflow?

DocuWare's automated invoice processing speeds up invoice approvals, reduces processing costs, and cuts down on errors, with deployment possible in three days or less.

What tools did this team use?

DocuWare Intelligent Indexing, Outlook, SAP, QuickBooks.

What results were reported?

Invoice approval speed: speeds up invoice approvals; Processing costs: reduces processing costs; Data entry errors: greatly reducing errors; Deployment time: three days or less (source-reported, not independently verified).

How is this invoice processing AI workflow structured?

Machine learning invoice capture → Secure central archive → Automated approval routing → Human approver review → ERP posting record output.

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