Challenge
A large public sector organization was processing over 110,000 invoices annually, relying on a centralized team to manage them through hundreds of folders. The process suffered from a lack of visibility into work-in-progress (WIP), frequent delays in identifying the correct department among over 30, and required multiple manual ERP validations. These inefficiencies led to unacceptably long payment delays and growing supplier dissatisfaction.
Solution
Designed and implemented a modern, end-to-end digital invoice management application that restructured the process based on an optimized value stream. The solution included:
- Automatic ingestion of invoices from email
- Custom AI model to extract invoice data and validate against ERP purchase orders
- Automated department assignment, eliminating days of manual routing
- Integrated dashboard providing real-time visibility into thousands of invoices in WIP
- Built-in lean controls (e.g., “bon du premier coup”) to ensure invoices cannot progress unless all required steps are completed
This eliminated the back-and-forth that previously stalled the process and brought structure and flow to a chaotic system.
