AI-Driven Invoice Automation
Finance
OCR, NLP, AI/ML, Tally
About the Client
đź“ŤMumbai, India
The client is a renowned CFA (Chartered Financial Analyst) firm, recognized across India for its expertise in financial analysis and investment management. Known for its commitment to quality and integrity, the firm has established a strong reputation in the finance and investment sector.
*To respect NDA, the name has not been disclosed.
Overview
To streamline last-minute invoice processing and tackle challenges related to unstructured data formats using AI-driven automation.
The client, a prominent Chartered Financial Analyst (CFA) firm, struggled with inefficiencies in their invoice processing system. They faced constant pressure from last-minute invoices, which often arrived in unstructured and inconsistent formats.
Jina Code Systems stepped in to deploy SyncMaster, an AI-powered workflow automation solution, to handle these complexities and transform their Accounts Payable (AP) operations.
Invoices often arrived just before due dates, leaving limited time for manual entry, validation, and processing.
Invoices were submitted in various formats, including images (JPEGs, PNGs), screenshots, emails, and handwritten notes, making it difficult to extract data efficiently.
Manual entry across systems—Excel and Tally—was error-prone, risking payment delays and financial discrepancies.
Ensuring timely communication with vendors was challenging, leading to potential delays in resolving issues and strained vendor relationships.
Custom SyncMaster Configuration for Unstructured Data
SyncMaster was configured with OCR (Optical Character Recognition) and NLP (Natural Language Processing) to accurately extract data from diverse formats like images, screenshots, and handwritten notes, and convert it into structured data ready for processing.
Automated Data Parsing & Cross-Platform Sharing
SyncMaster parsed the extracted data into structured Excel sheets for easy tracking and analysis, while automatically updating Tally. This cross-platform synchronization minimized manual data handling and ensured real-time data consistency.
AI-Powered Validation & Discrepancy Detection
SyncMaster’s AI module was customized to validate data and flag any discrepancies between invoices and Tally records, reducing the risk of errors and ensuring that payments were processed correctly.
Automated Vendor Communication
SyncMaster’s generative AI automatically generated personalized emails for vendor updates, keeping suppliers informed about payment status and promptly addressing discrepancies, which improved transparency and reduced communication delays.
Real-Time Dashboard for Financial Visibility
A tailored financial dashboard allowed AP leaders to monitor KPIs like cost savings, productivity improvements, and early payment discounts, enabling proactive decision-making and enhanced financial control.
SyncMaster’s advanced unstructured data handling enabled rapid, accurate processing of last-minute invoices, ensuring timely payments.
Automation and AI capabilities minimized manual data entry and validation, enabling the AP team to manage invoices more efficiently.
The use of OCR and NLP improved data extraction accuracy from unstructured formats, significantly reducing the risk of errors.
Timely, automated vendor communication enabled the client to capture 30% more early payment discounts, enhancing relationships and reducing penalty risks.
Real-time dashboards provided AP leaders with instant visibility into cost savings, productivity metrics, and ROI, allowing for more agile and informed decision-making.
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