Invoices matched to the bank statement by hand

The problem

Invoices arrived scattered across email, paper and supplier websites. One person named them, filed them and matched them against the bank statement for the accounts, all by hand. The work piled up at month end, with all the risk of error that comes with it.

What we did

Every day, a routine files the invoices that arrive by email and the scanned documents, and matches the bank statement against what is already filed. Fixed rules go first, and AI only sees what is left. When a line has an invoice, it is only marked as resolved once the invoice is on file.

Once a month an email arrives with the exceptions and one button per line. Each decision teaches the system. Lines still missing an invoice are checked again automatically for 60 days.

The result

• In one month, 86% of bank statement lines were resolved with no one involved.
• The manual steps went from 6 to 2: open the monthly email and decide the exceptions.
• The person who used to handle the invoices now only decides what the system cannot resolve.