Intelligent Invoice-Processing Workflow
Supplier invoices are structured for suppliers — not for commercial analysis.
Supplier invoices arrive as photos, scans and different document layouts. Item names, languages, pack formats, units, discounts, free goods, VAT treatment and currencies can all differ from the client’s internal product master. Traditional processing depends on someone manually re-entering and checking invoice lines before purchasing and margin information becomes usable. That creates delays and exposes the process to transcription, matching, unit-conversion and costing errors.
Photo / scan capture
Processes supplier-invoice photos or scans directly in their original format and extracts descriptions, quantities, units, prices, discounts, free goods and VAT treatment — removing the wait for manual invoice re-entry.
Intelligent SKU matching
Cross-matches multilingual supplier descriptions to internal SKU records, including previously unseen items and the same product described differently by different suppliers.
Supplier-specific logic
Applies each supplier’s pack, unit, discount, free-goods, VAT and currency rules before comparing purchasing economics.
Fast decision output
Links reconciled items to ERP selling prices and produces effective cost, gross profit, markup, margin and exception information rapidly after capture — without waiting for line-by-line manual data entry.
Built around the messy realities of FMCG purchasing data.
Cross-matches supplier descriptions with internal SKU records despite differences in language, terminology, abbreviations, spelling and naming conventions. It can reconcile the same product from different suppliers even when each supplier describes it differently.
Handles previously unseen invoice items by narrowing candidates through brand, size and pack attributes, then using cost validation as a decisive matching layer when descriptions alone are insufficient.
Handles carton, case, shrink, pack and unit-level purchasing structures so costs are compared against the correct internal selling unit rather than mismatched pack levels.
Applies supplier-specific discount sequences, free-goods economics, VAT treatment, currency rules and pack conversions to calculate the real effective purchasing cost.
Uses stored unit cost as a control signal to separate current SKUs from stale or obsolete duplicate rows and to detect suspicious matches that need review.
Uncertain items are flagged for review rather than forcing a match or stopping the entire invoice. Exceptions are logged while the rest of the invoice continues processing.
From invoice image to validated margin economics.
The workflow combines document capture with a staged reconciliation logic: brand → size → pack → cost confirmation. Verified mappings are retained so recurring items do not need to be solved from scratch.
Designed, implemented, tested — and running live.
End-to-end implementation
The solution was designed around the client’s actual supplier documents, ERP product master and supplier-specific commercial rules, then implemented into the operating workflow rather than remaining a prototype.
Production status
Fully operational since August 1, 2026. The workflow has continued running in a live FMCG/CPG environment following implementation and validation.