Automate invoice capture without sending a single pixel to the cloud. Our local-first pipeline reads PDFs/photos, extracts headers + line items, validates taxes, and posts clean data straight into your accounting stack.

Who this helps

• Accounting firms & shared service centers: bulk processing with client confidentiality by default.
• Mid-market finance teams (AP/AR): faster month-end close, fewer keying errors.
• Auditors & controllers: traceable, repeatable extraction with audit trails.
• Industries with strict data residency: legal, healthcare, government suppliers.

Why now

• Confidentiality & compliance: PII, banking details, and tax IDs stay on-prem.
• Cost pressure: manual keying and offshore entry are slow and error-prone.
• Format chaos: vendors change templates; email scans and phone photos keep coming.
• Regulations: GDPR, contractual NDAs, and regional data rules favor local processing.

What it does

• Classifies documents (invoice, credit note, receipt).
• Extracts fields (supplier, invoice #, dates, currency, PO, VAT/TVA rates, totals).
• Parses line items (description, quantity, unit price, taxes, discounts).
• Validates math (subtotals ↔ tax ↔ grand total, currency/rounding rules).
• Handles messy inputs (low-res scans, stamps, multi-page, rotated).
• Learns vendors (improves on repeats; no retraining in the cloud).
• Exports to CSV/Excel, APIs, or directly into ERP/accounting (Sage, Odoo, QuickBooks, SAP, etc.).

Languages: Arabic • French • English (mixed locales, multi-currency).

Security & privacy (by design)

• 100% local: OCR, layout, and NLP run on your servers or secure laptops.
• No telemetry by default: opt-in only for metrics you choose to share.
• Access controls: roles, tenants, read/write scopes.
• Audit trails: per-document events, reviewer, changes.
• Data retention: configurable lifetimes; easy purge.
• Compliance support: GDPR principles, least-privilege, data residency.

Results you can expect (illustrative)

• Time per invoice: ↓ 60–80% (e.g., 3–5 min → 45–60 sec with review).
• Straight-through processing (STP): 30–60% for clean vendors/POs.
• Keying errors: ↓ 70–90% through validation + dual-entry checks.
• Confidential data exposure: ↓ ~100% outside your perimeter (local-only).

Your mileage varies by scan quality, vendor variety, and master-data hygiene.

14-day pilot plan (low risk, high clarity)

Week 1 — Connect & baseline

1. Pick 500–1,000 recent invoices (PDF + scans) across 20–40 vendors.
2. Define gold-standard fields and acceptance thresholds.
3. Set integrations (folder watch, email inbox, or API).
4. Measure baseline: manual minutes/invoice, errors, rework.

Week 2 — Shadow → go-live (small scope)

1. Run local extraction in shadow mode; compare to gold standard.
2. Tune field rules (dates, VAT logic, currency, rounding).
3. Enable human-in-the-loop review (two-click accept/fix).
4. Limited go-live on a subset; produce before/after report.

Data quality checklist (don’t skip)

• PDFs preferred; scans at ≥300 DPI when possible.
• Supplier names normalized; VAT/ICE/IBAN captured in master data.
• Clear tax rules (exempt lines, multi-rate VAT/TVA).
• Currency codes present (ISO 4217).
• PO numbers and vendor IDs consistent with ERP.

Reviewer UI (human-in-the-loop)

• Side-by-side document ↔ fields.
• Keyboard-first corrections; smart suggestions.
• Math panel: tax and rounding explanations.
• One-click export/post to your ERP.
• Flags: duplicates, date anomalies, vendor mismatch, total drift.

Architecture blueprint (reference)

Flow: Ingestion (email/folder/API) → Local OCR & layout → Field + line-item extraction → Validation (math, vendor rules) → Review UI → Export (CSV/API/ERP) → Audit & warehouse.

Components (local)

• OCR & layout engine (multi-lang, table detection).
• Field extractors (regex + ML + rules).
• Validator (currency/tax rules; PO match; duplicate check).
• Review UI (roles/audit).
• Connectors (Sage/Odoo/QuickBooks/CSV).
• Observability (logs/metrics); Governance (RBAC, retention).

Integrations that save time

• Email ingestion (ap@company.com) with smart vendor bucketing.
• Folder watch (network share, SFTP).
• ERP sync for vendors, VAT codes, and POs.
• Webhook/API for posting and status callbacks.

Risks & how we mitigate

• Noisy scans → pre-processing (deskew/denoise), vendor reminders for e-PDFs.
• Vendor variety → on-the-fly templates + learning across repeats.
• Tax complexity → explicit rules per country; tests for edge cases.
• Change management → 1-hour reviewer training; keyboard-centric UI.

Simple ROI frame (illustrative)

Savings ≈ (minutes_saved × hourly_rate × invoices/month)
     + (error_rework_reduction × cost_per_error)
     + (outsourcing_costs_avoided)

Scale when Savings > License + Enablement (hardware you already own).

KPIs to track

• Minutes per invoice (by source: email/scan/PDF).
• STP rate (% posted without edits).
• First-pass yield & rework.
• Duplicate detection hit-rate.
• Reviewer throughput & accuracy.
• Cycle time to post → ledger.

FAQs (short & practical)

Is internet required? No; runs offline.
Can we keep data on-prem? Yes—by default.
Does it learn new layouts? Yes; it improves with repeated vendors.
Does it handle Arabic + French + English? Yes, even on mixed invoices.
How fast to first value? A 14-day pilot with 500–1,000 invoices shows clear results.

Call to action

Start a 14-day local pilot. We’ll connect a sample set, run in shadow mode, then go live on a subset with a before/after report.
TBen Innovation | AI Solutions Team
contact@tbeninnovation.com · www.tbeninnovation.com