ASD Promotion Streamlines Supplier Invoice Processing With AI Integration

The customer, ASD Promotion, was faced with the discontinuation of pdf2Data development by Apryse, directly impacting their logistics document processing. Following this discontinuation, the recommended alternative, LeadTools, offered the possibility of managing the same 40 suppliers as the old solution, with the option of adding a few more. However, there was no guarantee that the most complex invoice cases could be handled by this new solution.

In addition, the company wanted to extend processing to 250 suppliers, requiring new options to meet scalability and efficiency needs, particularly for financial operations.

For the Delson-based promotional products supplier, the objective was clear: push the boundaries to achieve full automation, while maintaining optimum efficiency and accuracy.

• Transition from pdf2Data: find an alternative solution that could efficiently process a larger number of suppliers.
• Automation and scalability: ensure automated processing of all invoices, reducing manual tasks and errors.
• Improved accuracy: minimize human error associated with manual data entry.

Faced with ASD Promotion’s challenges and ambitious objectives, the answer lay in an innovative approach. Openmind proposed an integrated AI solution, combining flexibility and performance.

Before: pdf2Data process
Invoice processing relied on manual configurations and specific templates per supplier, limiting support to 40 suppliers. This individual process was time-consuming and required frequent manual intervention, resulting in delays and an increased risk of errors.

A solution based on artificial intelligence (AI) was implemented to automate invoice processing while meeting high standards of accuracy and efficiency. This solution includes several key elements:

Automated invoice processing

• Time-saving: Processing time has been reduced to approximately 30 seconds per invoice, freeing up resources for higher-value tasks.
• Data validation through AI: The AI captures and pre-validates the information, offering a high level of accuracy, although manual intervention is sometimes necessary, especially for similar characters.

All invoices are processed through the C-Brio application, which, even with manual adjustments, allows for significant time savings. Currently, invoices are still reviewed within the application before being manually sent to Acomba, ensuring double validation to minimize errors.

• Scalable capacity for a larger number of suppliers
  – Expansion from 40 to 250 suppliers supported, meeting the client’s demand to increase invoice coverage without requiring significant additional costs or constant intervention from the IT team.
  – Elimination of paper processing, with all invoices directly integrated into the Acomba system for billing and accounting management.

• Cost optimization
  – The previous pdf2Data solution cost approximately 10,000 CAD per year, with transition costs estimated at 25,000 CAD for an upgrade.
  – The AI solution incurred a fixed cost of 3,000 CAD for processing management and 15,000 CAD for updating and integrating into the existing system.

• Operational efficiency: billing processes are considerably accelerated, freeing up staff for higher value-added tasks.

• Customer satisfaction: faster, more accurate invoice processing strengthens customer relations.

• Cost savings: savings on maintenance and updating costs translate into a tangible return on investment for ASD Promotion.

The integration of AI has transformed the process, automating processing for over 250 suppliers. Invoices are now managed via intelligent extraction and a unified process, significantly reducing manual intervention and improving speed and efficiency.

With the adoption of this bespoke solution, the promotional materials distributor not only overcame a technological challenge, but also transformed its invoicing processes in a sustainable and cost-effective way.

This project illustrates how AI can transform key operations by bringing flexibility and scalability, qualities far beyond the capabilities of traditional solutions. ASD Promotion is now better equipped for further growth, with optimized processes and a solid foundation for future innovations and integrations.