Overview
Every invoice, with the context needed to validate it
For a growing food company, processing supplier invoices meant gathering information scattered across documents, spreadsheets, and its management system.
Each invoice required identifying products, matching supplier codes with internal references, and checking prices and quantities against purchase orders.
Based on a review of this workflow, Santex designed an AI solution that uses the company’s information and validation rules. It extracts invoice data, compares it with available records, and highlights what needs review.
The change is in how the team’s work begins: with information already organized and cross-checked to validate each transaction.
The Challenge
The work behind every invoice
As the company grew, each new transaction added administrative work.
Invoices arrived in different formats, and suppliers used codes and descriptions that did not always match the internal product catalog. To validate an invoice, the team had to consult several sources and determine whether a discrepancy reflected a price change, a partial delivery, a new product, or a previously processed invoice.
Resolving these situations depended largely on people who knew the product mappings and where to find each piece of information.
The challenge was to connect that information and make the team’s knowledge part of the workflow, while maintaining human oversight of data and decisions.
The Solution
A workflow that interprets, compares, and prepares information
Santex designed a solution that connects invoice interpretation with the company’s business validation rules.
Invoice data extraction
The solution accepts an invoice image or file and extracts supplier details, invoice date and number, products, quantities, and prices.
Product identification
It compares each line item with the internal catalog and supplier-specific mappings to recognize products even when codes or descriptions differ.
Validation against business records
It cross-checks the data against purchase orders, previously processed invoices, and the rules defined for each transaction.
Review with context
Recognized information is prepared for confirmation. When discrepancies appear or data cannot be validated with sufficient confidence, the solution flags it for the team to review.
Reusable operational knowledge
Product mappings are added to a supplier-specific catalog based on historical records and team validations, making that knowledge available for future transactions.
Key Impact
Connected information changes how the team works
The solution brings together tasks that previously required consulting and comparing multiple sources. Each invoice reaches the team with its data extracted, product references matched, and discrepancies identified.
Data ready for validation: Automated extraction reduces the need to transcribe each line item.
Visible discrepancies: The team can identify which prices, quantities, or products need attention.
Shared reference information: Supplier-specific product mappings are recorded for reuse.
Human review built into the workflow: People remain responsible for confirming information and resolving cases that require judgment.
