Intelligent Invoice Management System

An AI system that automatically extracts data from PDF invoices, eliminating manual entry and reducing transcription errors to zero.

Context

Intelligent Invoice Management System

The Intelligent Invoice Management System is an artificial intelligence solution that automates the entire process of reading and extracting data from PDF invoices. Instead of manually reading each document and transcribing the data into an ERP or spreadsheet, the system receives the invoice, analyses it autonomously, and returns structured, ready-to-use information within seconds. The project addresses a concrete and widespread problem: manual invoice processing is slow, costly, and prone to human error. In administrative offices, accounting firms, and organisations handling high document volumes, each invoice can take 15 to 20 minutes to process. Multiplied across hundreds of documents per month, the cost in time and resources becomes substantial. The system reduces this to 10-30 seconds per invoice, with absolute accuracy and continuous availability.

What we did on it...

Vision

Project conception

The goal was to build a system capable of reading and understanding invoices the way an experienced person would, not simply recognising text, but correctly interpreting each field based on the document's context. The solution had to be flexible, adaptable to different layouts, and customisable according to the fields relevant to each client.

Structure

System architecture

The system is built around a document analysis engine powered by AI models selected specifically for Italian fiscal document formats. The process runs in three sequential steps: PDF intake, intelligent content reading, and structured data output. The architecture supports two output modes: readable text for quick review, and structured JSON for direct integration with existing management software.

Interface

Application development

The interface allows invoices to be submitted via direct upload. Results are returned in real time with extracted fields including invoice number, total amount, VAT, supplier details, and more. The fields to extract are fully customisable based on the client's specific requirements, making the system suitable for a wide range of use cases.

Launch

Testing and release

The system was validated on real invoices from multiple suppliers and in different formats, checking extraction accuracy, handling of non-standard layouts, and VAT calculation correctness. Deployment includes a personalised configuration phase to define the relevant fields, followed by an onboarding period to ensure full integration with the client's operational workflows.