CASE STUDY · MANUFACTURING

AI Invoice Automation for Manufacturing SME

Manufacturing SME in Northern Italy - 40 employees, 2,500 incoming invoices/year from 180 suppliers

invoicingaccounts payableautomationSMEaccounting

-78% (from 15min to 3.3min per invoice)

Invoice entry time

-93% (from 7% to 0.5%)

Entry errors

+22,000 EUR/year

Early payment discounts recovered

1.5 FTE to control and analysis activities

Staff reallocated

4.1x

First-year ROI

THE CHALLENGE

The problem to solve

Managing 2,500 incoming invoices per year was entirely manual: receiving via email/certified email, entering into the management system, verifying against delivery notes and purchase orders, approval, and payment. The process required 2 full-time staff with errors in 7% of cases and delays that caused the loss of early payment discounts (25,000 EUR/year).

THE SOLUTION

What we implemented

AI agent for accounts payable management that: (1) captures invoices from email, certified email, and the electronic invoicing system, (2) automatically extracts all data (supplier, amounts, line items, VAT), (3) matches to corresponding purchase orders and delivery notes, (4) verifies accounting accuracy and flags anomalies, (5) prepares the file for accounting entry.

THE RESULTS