Automating Invoice OCR and Accounting Entry (Back Office)

OtherBack OfficeExcel & Admin Work

*These are illustrative model cases, not actual client engagements. Real-world time savings vary by workload and data volume.

Before (Manual)

Open each incoming invoice (PDF or paper) and review it30m
Enter each invoice into the accounting software by hand1h
Manually check amounts and payees30m

Total 2h

After (Automated)

Review the AI-extracted results on a confirmation screen, then import20m

Total 20m

Time saved per run

−1h 40m(83% reduction)

The scenario

An SMB accounting team receives roughly 150 invoices a month. Every vendor uses a different format, so a generic OCR tool still required manual correction on nearly every invoice — and the workload spikes hard at month-end and month-start.

What gets automated

Incoming invoices (PDF or scanned images) are read by AI-OCR, extracting payee, amount, due date, and invoice registration number. A person reviews the results on a confirmation screen before the data is exported in the accounting software’s import format.

Why it works

The AI absorbs per-vendor format differences, so there’s no per-vendor setup work
Only low-confidence fields are flagged, so review effort goes where it’s needed
What used to take ~2 hours per invoice run now takes about 20 minutes

How it's built

· AI-OCR (handles format differences across vendors automatically)
· Generates import-ready data for the accounting software
· Cross-checks amounts and registration numbers for consistency

Timeline

About 1 month

Estimated cost

Build: from ¥300,000

Automating Invoice OCR and Accounting Entry (Back Office)

The scenario

What gets automated

Why it works

Get a free assessment of what can be automated