Staff read each invoice and entered it into the required system
CASE 02
MANUFACTURING
Invoice extraction, entry and inventory matching with staff focused on exceptions.
A Hong Kong manufacturer processed around 3,000 invoices monthly, with significant time spent entering and matching data.
Client context
The client is a Hong Kong manufacturer processing around 3,000 invoices from different suppliers each month. Document formats, field names and product data were not fully consistent, so staff entered each invoice and matched it against inventory and existing records.
Monthly volumeAround 3,000 invoices
Document sourcesMultiple supplier formats
Matching requirementInventory and existing records
Original workflow
They then matched it manually against inventory and related records
Format differences, duplicates and mismatches required individual checks
BOTTLENECK
Most time was spent on repetitive, rule-based entry and checking, while only a small number of exceptions required experienced judgment.
What was built?
Receive and classify invoice files automatically
Extract required fields and validate format and content
Match against inventory and existing records
Send low-confidence, duplicate or mismatched cases to a human queue
Results and measurement basis
Cases are anonymised and every metric includes its measurement basis rather than presenting a claim without context.
faster invoice processing
Based on average handling falling from around 10 minutes to around 1 minute per invoice.
invoices processed monthly
Based on monthly system processing records.
fewer inventory matching errors
Based on identified mismatches before and after launch; individual months vary.
What changed after launch
Invoices are received, classified and extracted automatically, reducing manual entry
The system matches data against inventory and existing records automatically, reducing matching errors
Duplicates, mismatches and low-confidence cases are flagged automatically so staff can focus on exceptions
EXPERT
EXPERT AUTOMATION CONSULTATION
Put your most complex workflow problems in experienced hands.
Clarify the workflow, system constraints and next decision before choosing what to solve first.