BUSINESS CHALLENGES
OUR CLIENT
Our client is a premier global technology firm specializing in corporate travel and lodging. They manage a massive volume of international vendor invoices on a daily basis.
Global Invoice Disparity
Invoice formats vary significantly across nations. Their processing is characterized by regional complexities, data fragmentation, and technical hurdles, all while demanding strict regulatory compliance.
- Regional Complexity: Operations are governed by intricate local policies and stringent data protection mandates—most notably Europe’s General Data Protection Regulation (GDPR).
- Data Fragmentation: Manually processing a massive volume of unstructured forms poses critical risks, including data entry errors, payment delays, and the potential for lost or fraudulent invoices.
- Technical Hurdles: Solution for extracting data from unstructured invoices is inherently challenging due to diverse tariff structures, complex calculations, and the need for cross-reference verification or deciphering irregular handwriting
The Objective
Our client is seeking a robust solution to ensure all incoming invoices are processed accurately and on time, while maintaining full compliance with regional legal frameworks.
PROJECT SCOPE
- Filter invoices attached to the mass emails
- Validate mail with missing invoices
- Extract data from detected invoices
- Email handling to follow up with vendors
SOLUTION
To address our client’s requirements, DIGI-TEXX developed a comprehensive solution that integrates an expert task force with a holistic process-driven approach, streamlining workflows through automated text recognition, document analysis, and pattern recognition.
PROJECT PROCESSING WORKFLOW
When DIGI-TEXX’s system detects incoming invoices from clients, the engines will automatically conduct the Pre-processing step (Auto Classify, Auto Enhance, Auto Rotate), and then, DIGI-XTRACT – our Optical Character Recognition (OCR) engine will extract the required data.
- DIGI-Xtract – Reduces manual input time and eliminates human error
Our OCR engine is capable of reading over 30 languages, including complex handwriting, with an industry-leading accuracy rate of up to 98%.
- Natural Language Processing (NLP) – Reduces analysis and verification time
NLP is utilized for sophisticated data type classification and smart data pickup, allowing the system to understand context and extract relevant information from fields that lack a standard structure.
- Machine Learning (ML) – Reduces classification and labeling time
Recognizes and self-enriches new invoice forms & data types from 27 different countries, ensuring the solution evolves as the client expands.
Combining the three services, many data fields can be captured, processed, checked, and sent to clients without human intervention, saving time, money, and reducing human errors.
In some cases, if some data fields are missing and validation steps are required, the system will call for human verification. Our team offers an experienced workforce with over 10 years of expertise across diverse invoice standards and multilingual proficiency in German, English, Japanese, Chinese, and Vietnamese.
OUR OFFER
- LANGUAGE: all Latin-based languages, Chinese, Japanese, Hebrew, and Russian.
- DATA TRAINING SERVICE: Under the client’s requirement, new invoices will be used by our experts to train and enhance the system’s extraction capacity.
- 24/7: The automated system works 24/7 to ensure your business continuity.
- DATA SECURITY: Solution deployment in the country complies with General Data Protection Regulation (GDPR) standards.
BUSINESS OUTCOME
Consequently, we have unburdened our clients in terms of invoice processing and lessened their day-to-day workload.
BEFORE applying ML, NLP, and enhancing OCR
Team size
- 20 FTEs
Processed invoices volume
- Normal month: ~ 110.000 invoices/month
- Peak month: ~ 560.000 invoices/month
AFTER applying ML, NLP, and enhancing OCR
Team size
- 10 FTEs, reduced by 50% of the original team size
Processed invoices volume
- Normal month: ~ 130.000 invoices/month
- Peak month: ~ 660.000 invoices/month
Reducing The Processing Time Of One Invoice
- 5 minutes of manual processing one invoice takes ~ 30 seconds/ invoice
