Automated Invoice Processing – agile invoice management at VlBouveservices

VLBouveservices struggled with manually entering invoice data and the time-consuming process of verifying them. Manually verifying documents, entering data into the accounting system, and distributing invoices to the appropriate departments consumed valuable employee time that could have been devoted to more business-critical tasks. Moreover, the labor-intensive handling of invoices contributed to errors and payment delays.

Why Automated Invoice Processing?

In response to these issues, Make It Better proposed the implementation of Automated Invoice Processing, based on Microsoft Power Platform. This enabled VLBouveservices to:

• Quickly detect invoices from emails and save them in a central repository (OneDrive or SharePoint).
• Automatically read key data (invoice number, amount, vendor details) using the AI Builder module.
• Generate notifications about incomplete documents and also in the event of upcoming payment deadlines.

Challenge

1. Lack of automation – invoices arrived in various email inboxes, making it difficult to efficiently forward them for further processing.
2. Risk of errors – manually transcribing invoice data into the system increased the likelihood of mistakes.
3. Time-consuming processes – the accounting and administrative departments were overloaded with repetitive tasks.
4. Minimal scalability – with a growing number of documents, the company was uncertain if its existing processes could handle further growth.

Solution

Make It Better implemented the Automated Invoice Processing solution, based on Microsoft Power Platform. It comprised the following components:

1. Power Automate for detecting emails containing invoices and redirecting attachments (documents) to the central repository – OneDrive.
2. AI Builder for automatically reading invoice data (e.g., dates, invoice numbers, amounts, supplier information), eliminating the need for manual data entry.
3. SharePoint as a platform for managing the processed data, providing accounting and administrative teams with quick access to documents and current overviews.
4. Responsiveness and scalability – the entire solution could be adapted to the needs of both large and smaller companies.

Implementation Process

1. Process analysis: Together with leaders of the accounting and administrative teams at VLBouveservices, we examined where the greatest delays occur and what drives costs.
2. Configuring flows in Power Automate: We created dedicated sequences (flows) for automatically classifying invoices at the mailbox stage.
3. AI Builder utilization: The artificial intelligence module extracts key data from invoices, which is then sent to SharePoint, eliminating manual data entry.
4. Training and integration: We provided e-learning materials and workshops for the VLBouveservices team, so employees could effectively use the new tool and understand the benefits of automation.

Results and Benefits

• Reduced invoice processing time: Document recognition and classification happen virtually without human intervention, enabling faster entry of invoices into the system.
• Fewer errors: Thanks to automatic data extraction, the risk of human error in manual entry decreased significantly.
• Better document organization: SharePoint serves as a centralized repository where employees can quickly find the necessary information.
• Greater transparency and reporting: Integrated Power BI reports allow monitoring payment statuses and responding more quickly to potential delays.
• Higher team satisfaction: Accounting and administrative staff can now focus on higher-level tasks instead of repetitive paperwork.

Key Outcomes

• Significant time savings: The process of registering and entering invoice data was reduced by as much as 60–70%.
• Fewer mistakes: Automatic data extraction minimized the risk of human errors.
• Improved workflow: Teams were able to concentrate on strategic tasks instead of getting bogged down in tedious invoice handling.
• Scalability: The solution grows with the company – if the number of documents increases, processes require no major changes, only the configuration of additional flows.

Summary

Implementing Automated Invoice Processing at VLBouveservices showcased the vast potential of financial process automation. The benefits gained from faster document handling and fewer errors translated into higher operational efficiency and smoother company growth. The Make It Better team will be pleased to assist with a similar implementation – get in touch to discover all the possibilities offered by Microsoft Power Platform.