Worked example
Situation
Eight people serve small companies. Invoices arrive as PDFs, photos and emails; an accountant copies the details into the accounting system. At month-end a queue builds up, and a misread amount has to be traced back through the originals.
What changes
Shared inbox → field extraction → amount and duplicate checks → a draft entry in the accounting system. AI reads the varied documents; ordinary rules check the arithmetic.
Where people stay in control
An accountant confirms every entry, with doubtful fields shown next to the source. The system makes no tax decisions.
What changes for the team
The team starts from a prepared draft instead of an empty form, and month-end leaves time for the unusual cases.
How the example is calculated
- Before
- 120 h/month
- After
- 48 h/month
Preliminary estimate · month
1,200 documents × 6 minutes = 120 h; 1,200 × 2 minutes of review + 8 h for exceptions and upkeep = 48 h
Assumptions
1,200 documents a month; 6 minutes of manual processing; 2 minutes on average to review a draft, including difficult documents; 8 hours for exceptions and upkeep.
What to check in a pilot
Accuracy of amount, currency and counterparty; share of exceptions; time including corrections; no double postings. Compare the same document types before and after.