Use Case: AI-Powered Invoice Capture and Processing

Company Profile

Type: Specialty Contractor
Size: $700M annual revenue
Projects: Commercial and institutional builds
Region: Nationwide, United States

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Problem

This company processes approximately 235,000 invoices per year, with 25% of them classified as non-PO (purchase order) invoices and 33% still received as paper invoices. On average, it takes 27.3 days from the time an invoice is received to when payment is issued. Invoice processing is handled independently across five separate locations, contributing to inefficiencies, manual processing errors, and a lack of visibility across the system.

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AI Solution

  • Intelligent Capture: Extract and validate invoice data from PDFs and Scans

  • Line Item Detail Adjustments: Recognition and application of order multiple differences from PO to Invoice.

  • Duplicate/Anomaly Detection: Catch potential double submissions or irregularities in workflow and the ERP.

  • Automatic Coding: Automatically apply cost codes

  • Enhanced AP workflow between users and applications (ERP)

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Results

  • Ability to consolidate AP department to one location reducing headcount due to AI enabled process automation. AP labor hours reduced from 500 to 230

  • Enhanced efficiency reducing invoice cycle time to 6 days providing a significant cost saving in the invoice processing process

  • Boosted invoice Accuracy rate to 94% after 6 months

  • Greater process control due to automatic workflow routing, escalations, and notifications

  • Visibility and Business Intelligence Increased

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Why it Matters

By leveraging IntelliChief’s AI enabled process automation, the contractor modernized its AP function, improved financial controls, and reallocated AP team time to more strategic tasks. The relationships with subcontractors and vendors improved due to on-time payments and fewer invoices on hold due to discrepancies.