Boosting Efficiency with Automated Invoice Management System
A freight logistics company struggled to keep up with invoice entry due to staffing shortages and manual errors. With rising error rates and delays impacting vendor relationships, the team turned to INTECH for a solution. INTECH deployed an AI-powered Robotic Process Automation (RPA) system that processed invoices directly into their Oracle ERP, without any human intervention. This new system eliminated 90% of manual errors, cut processing time by half, and brought lasting cost savings.
The client is a freight logistics company that coordinates complex shipments across North America and Europe. Every week, their operations generate hundreds of invoices from global vendors. All of which must be reviewed, verified, and entered into their Oracle ERP system to keep goods moving and vendors paid on time.
As they scaled, their invoice processing became a bottleneck because their finance team relied heavily on manual entry to handle every incoming invoice. To solve this, they needed an automation system that could read, understand, and process invoices on its own, without depending on the finance team.
The client relied on a team of finance professionals to manually review, enter, and validate invoices across hundreds of vendors. Each invoice, whether auto-generated or a scanned PDF, landed in a shared mailbox. The team then manually entered the printed invoice into the Oracle ERP system, one line at a time.
This approach worked until the volume was manageable. But as the business grew and global operations expanded, the cracks began to show.
Here’s what made the situation challenging:
Staffing Shortages
As workloads grew, the finance team couldn't keep up. Fewer hands on deck meant longer turnaround times and growing backlogs.
Frequent Errors
Manual entry introduced typos, missed fields, and duplicate entries, small issues that led to big discrepancies in vendor payments and compliance reports.
Process Dependency
The system relied too heavily on a few experienced staff members. In the absence of a staff member, the entire workflow came crashing down.
Lack of Visibility
Without real-time tracking or exception alerts, managers had no clear picture of which invoices were processed, pending, or flagged, making it harder to catch issues early.
As payment delays accumulated, vendor trust started to erode. The finance team felt overwhelmed, and leadership feared that the back-office systems would collapse.
The client looked for an intelligent system that could take over the process entirely, reliably, intelligently, and at scale.
That’s where INTECH entered the picture.
INTECH partnered closely with the client to build an automation system that could handle invoice processing end-to-end, with zero human intervention.
INTECH combined Robotic Process Automation (RPA) from UiPath with AI-powered document reading using Microsoft Form Recognizer to fully automate invoice processing.
Together, these tools transformed scattered invoice files into structured, validated entries inside Oracle ERP within minutes.
Here are the key features:
Always-On Invoice Monitoring
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INTECH configured the RPA bot to continuously monitor a shared invoice email inbox. Every two hours, the bot scanned for new messages, extracted attachments, and prepped them for timely processing. This slashed processing delays and ensured no invoice went unnoticed.
AI-Driven Data Extraction
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Microsoft Form Recognizer extracted key details, like invoice number, date, vendor name, total amount, and line items from the collected invoice. The system recognized both structured PDFs and scanned documents, thanks to its machine learning models trained on the client’s top vendor formats. It reduced human error and eliminated hours of repetitive data entry.
Contextual Validation & Business Logic
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INTECH embedded the client’s specific business rules into the automation layer to verify the extracted data. The system checked for missing values, matched purchase orders, validated tax formats, and flagged inconsistencies before anything reached the ERP system.
Seamless Oracle ERP Integration
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Once validated, the data flowed directly into Oracle’s Accounts Payable and Purchase Order modules. The integration followed the client’s reporting structure and audit trail requirements, streamlining approvals and ensuring compliance from day one.
Built-In Exception Handling
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INTECH ensured the system could handle real-world messiness. If a field didn’t match expectations or a file was unreadable, the system paused that transaction, flagged it for human review, and logged the issue.
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With the solution architecture in place, INTECH moved quickly to bring it to life.
INTECH worked hand in hand with the client’s finance and IT teams to design and deploy the invoice automation system in controlled phases. Every step focused on minimizing disruption while ensuring the automation aligned with both system logic and business goals.
Here is how INTECH did it:
Ground-Level Workflow Discovery
We started by mapping the client’s end-to-end invoice lifecycle, how invoices were received, handled, reviewed, and entered into Oracle ERP. This deep discovery step uncovered pain points like duplicate entries, format inconsistencies, and dependency on specific staff. It helped us shape a system that matches real-world behavior.
Custom Bot and AI Integration
INTECH built a UiPath-based automation bot customized to the client’s workflows. Simultaneously, we trained Microsoft Form Recognizer on a diverse set of invoice formats, including scanned PDFs and vendor-specific templates. This combination ensured the system could extract relevant data regardless of how an invoice was formatted.
Business Rules and ERP Handoff Layer
We embedded the client’s financial rules directly into the automation logic. Every invoice went through a validation engine that cross-checked values, matched purchase orders, and confirmed vendor information before it reached Oracle ERP. Only clean, compliant data entered the system, ensuring continuity and audit readiness.
Simulation and Real-World Stress Testing
Before going live, INTECH ran the bot through hundreds of real invoices across multiple vendors. We stress-tested cases, such as mismatched tax amounts, missing line items, and invalid vendor codes, to make sure the bot could handle real-world complexity. We paid attention to success metrics, including data accuracy, error rate, and processing time per invoice.
Staged and Staff Enablement
We launched the RPA system in stages, starting with a limited vendor group to monitor live results in a controlled environment. INTECH also trained the client’s finance team to monitor the system, track exceptions, and navigate the dashboard interface for full transparency.
We scaled the system to all vendors after noticing stable results.
The RPA system went live, fully integrated, continuously learning, and clearing invoice backlogs faster and more accurately than ever before.
The implementation of INTECH’s intelligent invoice automation system gave the client speed, accuracy, and control across their invoicing lifecycle.
Here are the key outcomes:
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UiPath: Powers the end-to-end RPA automation workflow, from email monitoring to ERP data entry, with speed and reliability.
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Microsoft Form Recognizer: Extracted structured data from a variety of invoice formats, including scanned PDFs and machine-generated files.
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Oracle ERP: Receives clean, validated data from the automation pipeline. Integration with Accounts Payable and Purchase Order modules ensures invoices match business rules, audit requirements, and reporting structures.
Each tool is integrated seamlessly to ensure smooth processing, real-time visibility, and a solid foundation for future expansion.
