Requirement
The company is a large manufacturing organization characterized by a high level of organizational complexity and a significant volume of administrative processes related to document management, particularly the processing of incoming invoices.
Within the organization, the administrative department had to manage a substantial daily flow of invoices received from numerous suppliers, primarily through dedicated email inboxes and certified email (PEC) channels. The growing volume of documents to be processed, combined with the need to ensure accuracy, traceability, and speed in data entry, made it clear that a solution was needed to automate and streamline the entire invoice acquisition and management process.
The client’s objective was to eliminate low-value manual activities, reduce processing times, and minimize the risk of errors, while ensuring seamless integration with the approval processes and workflows already in place within the ARXivar platform, enhanced by the capabilities of ARXivar AI Analyze and Microsoft Azure artificial intelligence services.
The Challenge
1. Entirely manual process
Invoice management required repetitive activities such as downloading, archiving, and entering data into the document management system.
2. Data errors and inconsistencies
Manual data entry frequently resulted in errors and potential inconsistencies in administrative data.
3. Long processing times
The lack of automation slowed down document classification and the initiation of approval workflows.
The solution
To meet the client’s requirements, an intelligent automation solution was developed based on the ARXivar platform, leveraging the advanced capabilities of ARXivar AI Analyze, integrated with Microsoft Azure artificial intelligence services.
The solution was designed to automate the entire accounts payable invoice management cycle, starting from the receipt of the document via email. The system continuously monitors preconfigured email inboxes and automatically detects invoices as soon as they arrive.
Once the attachment is acquired, the document is processed by ARXivar AI Analyze, which sends it to Azure AI services for content analysis. At this stage, the artificial intelligence is able to understand the invoice structure and automatically extract all relevant information, such as supplier details, document information, amounts, and other administrative data.
The processed data is then returned to the ARXivar platform and automatically associated with the document’s relevant metadata, with no manual intervention required from operators. The invoice is therefore fully structured and ready to trigger business workflows, such as approval processes, administrative checks, and integrations with ERP systems.
Results
Complete automation of the data acquisition process
The entire invoice management process, from receipt to data extraction, has been automated, eliminating repetitive manual activities.
Greater accuracy and reliability of information
The use of artificial intelligence has significantly reduced data entry errors, ensuring greater quality and consistency of the recorded information.
Faster administrative and approval processes
The immediate availability of structured data has significantly reduced processing times and enabled faster initiation of business workflows.
SYS-DAT Group
Founded in Modena in 1988 and now part of SYS-DAT Group, CAST supports companies throughout their digital transformation journeys, combining technological expertise, consulting services, and in-depth knowledge of business processes.
As an ARXivar Business Partner, CAST supports its clients in digitizing and automating processes, from document management to workflow design and implementation, integrating solutions with the company’s application ecosystem.
CAST has particularly strong expertise in the manufacturing sector, where it has an in-depth understanding of the needs and dynamics of production, administrative, and organizational processes, translating them into concrete, integrated digital solutions focused on efficiency.