Where the work can stall
Supplier documents arrive as PDFs, scans, phone photos and forwarded email threads. Each format creates another opportunity for manual re-keying, missed context or an incorrect account code.
A useful workflow reduces repetitive entry while making uncertainty visible. It should not make a questionable invoice look settled simply because the extracted fields are neatly formatted.
A possible workflow
- Collect attachments from an approved inbox and retain the original document with the processing record.
- Extract supplier, invoice reference, dates, line items, tax and total, while recording which fields could not be read confidently.
- Suggest an account code using the organisation's chart of accounts and approved examples of earlier decisions.
- Check for duplicate references, unexpected totals, credit notes and other exceptions before preparing a draft transaction.
- Send exceptions and higher-risk items to a review queue; write back only after the required approval.
What good operation looks like
The review threshold starts conservatively and changes only after errors have been examined. Reviewers can correct both the transaction and the guidance used for future suggestions.
The accounting record retains a clear connection to the source invoice and the person who approved it.
Where people stay responsible
Do not treat extracted figures or proposed coding as correct by default. Keep payment approval separate.
- A person checks every proposed invoice record and approves it before any write-back. Exceptions and unusual tax treatments need additional review.
- The original invoice remains available beside the extracted fields.
- Coding suggestions are treated as suggestions until the organisation has tested and approved the workflow.
- Access follows the permissions already used for finance systems and documents.
Limitations to test
- Poor images, unfamiliar layouts and handwritten notes can reduce extraction quality.
- Duplicate invoices, credits and unusual tax treatments need contextual review.
- Past coding choices may contain mistakes and should not become unquestioned training examples.
Measuring it
Measure total handling time, corrected fields, duplicates and exceptions over an agreed sample.
Agree the test sample, measurement period and acceptance criteria before a pilot. Include checking, corrections and running costs when comparing the proposed workflow with the current process.
Our evidence and corrections policy ↗