Invoice error reduction from 12% to 0.8%
We implemented automatic invoice recognition for a construction wholesaler. We eliminated manual data entry.
The Bud-Max wholesaler was drowning in papers and corrections. Every mistake in an invoice meant 22 minutes of extra office work and contractor irritation. We fixed this process by focusing on simple tools that perform repetitive work for people.
The challenge
In August 2023, the company processed an average of 1,142 invoices per month. Two office workers spent a total of 6 hours a day manually entering data into the accounting system. The error rate was 12.3% – most often typos in Tax IDs or incorrectly rewritten gross amounts. This caused payment blockages and the need to issue dozens of corrections every week. The owner saw that the team was overworked and the margin was escaping through bureaucratic mess.
Our approach
Facts on the table: we didn't start by buying expensive software. For the first 4 days, we observed the work of Ms. Beata and Ms. Halina, measuring each stage with a stopwatch. It turned out that the most time was spent searching for an error when the total didn't match. Instead of a revolution, we proposed an evolution: implementing an OCR (text recognition) module integrated with their current system. We count every minute, so we closed the implementation process in 9 weeks, working in a 3-person team from Filary Biznesu Consulting.
The solution
We introduced a station for rapid scanning of documents with an automatic logic filter. Now the system checks itself if the net and VAT totals match the gross before saving the invoice. If data is illegible, the program highlights the specific field in red instead of forcing the worker to check the entire sheet. Automation is not magic, it's math – we eliminated the need for manual transcription of 94.6% of purchasing document data.
Results
The time needed to book one batch of documents dropped from 6 hours to just 47 minutes. Thanks to this, the company regained employee time, who now focus on monitoring payment deadlines from clients.
Timeline
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September 2023Workstation audit and stopwatch measurements in the Bud-Max office.
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October 2023Installation of scanners and configuration of automatic Tax ID recognition rules.
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November 2023Team training and launch of full digital workflow.
"Initially, I was afraid that employees wouldn't handle new technology. Today, Ms. Beata finishes work at 4:00 PM without a headache, and invoice errors have practically ceased to exist."