AI Use Case
Automate Invoice Processing with AI
Turn invoice PDFs into structured data with validation rules and review queues—built for auditability and control.
Problems
What’s slowing teams down
Common bottlenecks we see before AI workflows are implemented.
Manual data entry
AP teams waste time entering fields and correcting errors.
Inconsistent formats
Vendor variance causes extraction drift without governance.
Approval bottlenecks
Routing is manual and exceptions get stuck.
Lack of traceability
Changes are hard to track end-to-end without structured logs.
Delivery
What we deliver
Implementation-ready modules designed for reliability, safety, and real operations.
Schema-based extraction
Extract fields into a schema with confidence thresholds.
Validation + review queue
Rules and human review for exceptions and low confidence.
Approval routing
Route approvals to the right owners and handle exceptions.
ERP-ready outputs
Export or sync to ERP with audit-friendly logs.
Deliverables
What you’ll get
Concrete outputs designed for predictable handoff and measurable improvements.
Extraction schema + mapping rules
PDF ingestion and processing pipeline
Validation rules and review UX
Approval routing workflows
ERP/CRM export or API integration
Logs + handoff documentation
Process
How we work
A pilot-first approach, with the quality and governance needed for production rollouts.
Model fields
Define schema, rules, and edge cases.
Extract
Ingestion + extraction + confidence scoring.
Validate
Rules, approvals, and human review workflows.
Integrate
ERP sync and audit-friendly outputs.
Stack
Suggested implementation stack
A practical stack we can adapt to your constraints and existing systems.
Automations
Example automations
A few workflows that usually deliver ROI quickly.
Invoice ingestion from email/upload
Field extraction + validation checks
Approval routing and exception handling
ERP sync and reconciliation checks
Start Small
Start small in 7 days
Three pilot-friendly options that reduce risk and ship value fast. Choose one, share access, and we deliver a production-ready baseline.
Standard
AI delivery standard
Quality and safety practices we ship with AI builds so the system stays measurable, maintainable, and production-ready.
Logging + tracing
Conversation and tool traces with request IDs, error visibility, and debug-friendly runbooks.
Guardrails + safety
Tool allowlists, PII-safe patterns, refusal behavior, and escalation routes for edge cases.
Evals + regression tests
Golden queries, scorecards, and regression checks so quality improves over time instead of drifting.
Cost + latency controls
Caching, prompt discipline, retrieval tuning, and routing so your app stays fast and predictable at scale.
Documentation + handoff
Architecture notes, environment setup, and next-step roadmap so your team can iterate safely after launch.
Security-first integration
Secrets isolation, role-based access, audit-friendly actions, and minimal data retention by design.
Pricing
Typical pricing ranges
We confirm scope before starting. These ranges help you plan a pilot versus a full rollout.
Pilot (1–2 formats): $900–$3,500
Multi-format + ERP sync: $2,500–$9,500
Timelines
Delivery timelines
Common timelines for pilots and production hardening, depending on integrations and governance.
Pilot: 1–2 weeks
Expanded rollout: 2–4 weeks
Risks
Risks & mitigation
The failure modes we design for so reliability and trust stay high.
Extraction errors
We use validation rules, thresholds, and review queues for low-confidence outputs.
Audit requirements
We design structured logs, approvals, and retention controls early.
AI Case Examples
Micro case studies (anonymous)
A few safe examples of outcomes we build for real operations—no client names, just results.
Secure Mobile Solution in Australian Defence Ecosystem
Problem: Secure data workflows were required in a regulated environment with strict access controls.
Solution: Hardened architecture with strict auth, encrypted storage, and audit-friendly engineering patterns.
Outcome: Deployed securely within a regulated ecosystem with clear handoff and operational guidance.
AI Knowledge Base Across 2,000+ Pages
Problem: Teams needed fast answers across long PDFs, but search was slow and results were inconsistent.
Solution: RAG with hybrid retrieval and reranking, plus grounded answers and safer fallback behavior.
Outcome: Reliable answers with <10s response times and measurable improvements on real queries.
Ops Automation with AI + n8n
Problem: Manual approvals and CRM syncing created delays and data inconsistencies across tools.
Solution: Event-driven automation with validation gates and AI-assisted classification where it improved routing.
Outcome: Reduced manual workload significantly with more reliable workflows and operator visibility.
Relevant Gigs
Start with a fixed-scope gig
Pick a gig to launch a pilot quickly with clear deliverables and timeline.
Compare
Decision guides
Quick comparisons to help you choose the right approach before building.
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When you need more depth than a pilot, these services cover full delivery.
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More AI pages
Additional pillars and use cases to help you plan your roadmap.
FAQ
Frequently asked questions
Can it handle different invoice formats?
Yes. We start with a defined set of formats, then expand with validation and review workflows to manage edge cases.
Do you support human review?
Yes. Review queues are included for low-confidence extractions and exceptions.
Can it sync to our ERP?
Often yes, depending on your ERP APIs and permissions. We can also export structured CSV/JSON outputs.
How do you ensure auditability?
We log inputs, approvals, changes, and outputs with request IDs and retention controls.
How quickly can we pilot this?
A pilot for 1–2 formats typically ships in 1–2 weeks once sample invoices are available.
Do we own the pipeline code?
Yes. Source code and handoff documentation are included.
Want an AI pilot for your workflow?
Start with a fixed-scope gig or request a tailored implementation plan for your systems.