How to automate supplier invoice processing (and stop typing data)

If your admin team spends hours every week typing supplier invoices into the ERP, you don't have a staffing problem — you have an unautomated process. It's one of the most common findings in our audits, and one of the most profitable to fix.

The real cost of manual invoice processing

Processing one invoice manually takes 5-15 minutes: open the PDF, find the supplier, number, date and amounts, type them into the system and file it. At 200 invoices a month that's 15-50 hours of repetitive work. And typing errors — a miscopied VAT amount, a transposed total — cost more than the time: duplicate payments, accounting mismatches and detective hours to find the mistake.

What can be automated today

• Data extraction: AI reads the PDF (or photo) and extracts supplier, tax ID, invoice number, date, base, VAT and total — across different formats per supplier.
• Automatic validation: base + VAT = total, valid tax ID, no duplicates — checked before anything touches your books.
• ERP posting: validated data goes straight into your system, ready to book.
• Alerts: only problematic invoices reach a person. The rest you never see.

How much it saves

Our pilots target around 80% less manual time. For 200 invoices/month: from ~30 hours down to ~6, spent only reviewing exceptions. At €25/hour that's over €7,000 a year — before counting avoided errors.

How to start without risk

• Week 1: free audit — we analyse your invoice volume and ERP, and estimate the savings for your case.
• Weeks 2-5: pilot on your real invoices, fixed price, measured before/after.
• After: if the numbers work, we scale. The code is yours and runs on your infrastructure.