A freight logistics company coordinating complex, multi-leg shipments across North America and Europe.
Freight and logistics, managing time-sensitive cargo movements for global vendors and customers.
End-to-end shipment coordination, generating hundreds of vendor invoices weekly that must be validated and posted into Oracle ERP.
Replace manual, spreadsheet- and mailbox-based invoice entry with intelligent automation that can read, validate, and post invoices autonomously at scale.
Manual Records Bottlenecks – The Invoices were received in a common mailbox and were typed in Oracle ERP, line-by-line, which slows down the throughput and makes it difficult to handle the volume bursts.
Staffing Shortages and Backlogs – A small finance department was unable to keep up with increasing volumes in the invoices and thus there was a backlog, postings were delayed and the staff was in a constant state of overtime.
High Error Rates in Entry – Typos, missed fields, and duplicate entries were common, creating discrepancies in vendor payments, compliance reports, and month-end reconciliations.
Dependency on Key Individuals – The expertise of the intricate vendor format was concentrated among a small number of long-term employees; their departure paralyzed information processing and posed a threat of discontinuity.
Limited Visibility Into Processing Status – Managers had no clear visibility into which invoices had been processed, which ones were pending, or which ones had issues because they did not have real-time dashboards or exception notifications.
Always-On Invoice Monitoring – RPA bot is a constant scanner of the shared mailbox of invoices, extracting attachments and putting them into the processing queue without necessarily scanning the inbox.
AI-Driven Data Extraction – Microsoft Form Recognizer processes structured and scanned invoices and identifies vendor, dates, amount, taxes, and line items correctly.
Contextual Validation & Business Logic – Embedded rules validate mandatory fields, taxes, and purchase orders so only compliant invoices move forward.
Seamless Oracle ERP Integration – Validated invoices are posted directly into Oracle AP and PO modules, in line with current approval hierarchies and coding structures.
Built-In Exception Handling – Problematic invoices are paused, flagged for review, and logged, ensuring edge cases are handled without breaking the overall flow.
Orchestrates end-to-end invoice workflows, from inbox monitoring to validated posting into Oracle ERP.
Uses AI to extract structured data from both clean PDFs and scanned invoice documents.
Serves as the system of record, receiving clean, compliant invoice data aligned to finance processes.
Centralizes all vendor invoices and feeds them reliably into the automation pipeline.
Provides real-time visibility into processed, pending, and exception invoices for finance and IT teams.
90% reduction in manual entry errors – Validation at every step eliminates typos, missed fields, and duplicates before data reaches Oracle ERP.
50% faster invoice processing – Automated extraction and posting move invoices from inbox to ERP in minutes instead of hours.
30% lower operational costs – Reduced overtime and manual effort cut processing costs while maintaining or improving throughput.
Stronger vendor relationships – Faster, more accurate payments reduce disputes, improve trust, and support long-term supplier partnerships.
Finance team refocused on value – With data entry automated, staff spend more time on analysis, exception handling, and strategic financial planning.
Dramatically fewer data errors – Automated validation reduced manual mistakes and improved overall financial accuracy significantly.
Faster invoice turnaround – End-to-end automation cut processing time in half, accelerating payments and operational flow.
Lower operational effort – Reduced manual workload and overtime, enabling finance teams to focus on higher-value tasks.
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You’re one step away from building great software. This case study will help you learn more about how Simform helps successful companies extend their tech teams.
