Automating Expense Receipt Processing with InvoicelyAI Accelerator in UiPath
Location
US
Industry
Travel and Hospitality
Year
2024
Overview
A mid-sized aviation company that leverages Pleo for managing corporate expense receipts, aimed to enhance their expense management process. The company sought to streamline and automate the handling of these receipts to reduce manual efforts, increase accuracy, and ensure timely processing. Through InvoiceyAI, QualiZeal implemented a comprehensive solution that integrates automation and AI-driven models with human validation to successfully address the challenges. The result was a significant reduction in manual work, improved accuracy in VAT calculations, and standardized receipt content, leading to a more efficient and error-free operation that aligns with their digital transformation goals.
Challenges
Issues
Direct Business Challenge
High Volume of Receipts
With over 300 pilots regularly submitting receipts from various locations across Europe, the company deals with an enormous influx of receipts annually, ranging from 220,000 to 1 million. Many of these receipts involve Value Added Tax (VAT) charges, adding complexity to the processing requirements.
Manual Validation Process
The existing process for validating these receipts was highly manual and time-consuming. Each receipt required individual review and analysis, which not only increased the workload but also led to potential delays and errors in processing.
Complex VAT Calculations
The manual review process also involved complex VAT calculations based on the country or region of purchase. The team needed to meticulously check and verify VAT amounts and other line items, making the process both time-intensive and prone to inaccuracies.
Inconsistent Receipt Content
The manual review process also involved complex VAT calculations based on the country or region of purchase. The team needed to meticulously check and verify VAT amounts and other line items, making the process both time-intensive and prone to inaccuracies.
Qualizeal’s strategic & tactical solutions
Impact
Strategic & Tactical Solutions
Automated Invoice Download and Data Extraction
Our Invoicely AI accelerator, integrated with ERP systems or similar platforms, automates the downloading of invoices and extraction of critical information. This data is then published to the Orchestrator Queue for further processing.
AI-Driven Processing
Each transactional item in the queue undergoes further processing through our Gen AI Accelerator. The appropriate AI model is selected based on the type of invoice, utilizing AI/ML capabilities and trained datasets to enhance processing speed and accuracy. This approach ensures that the most suitable model is applied to each specific scenario, thereby improving overall efficiency.
Human-in-the-Loop Validation
The system automatically validates the confidence score derived from the extraction process. If the score falls below a predetermined threshold, the items are flagged and sent to the Action Center for human validation—a process we refer to as "Human in the Loop." This step ensures that any uncertainties or low-confidence extractions are manually reviewed to maintain high data accuracy.
Post-Processing and ERP System Updates
Upon completion of data extraction and validation, the system performs post-processing tasks and applies necessary business logic. The processed data is then seamlessly updated back into the ERP system, ensuring that all fields and statuses are accurately reflected.
Value Delivered
Hours Efforts Saved
0
Cost Savings
$
0
k
Success Rate Achieved
0
%
Receipts per month
0
k
