Accountancy Firm Automates Invoice Processing for 200 Clients with AI Builder
A UK mid-tier accountancy firm processing invoices for 200 SME clients deployed AI Builder document processing and Power Automate, cutting invoice processing time by 85% and reducing client bookkeeping costs by 35%.
The Challenge
The firm were processing 14,000 monthly invoices across 200 SME clients using manual data entry into their clients' accounting platforms. Each invoice took an average of 4.2 minutes to process, consuming 980 staff-hours monthly. Data entry errors were running at 3.4%, causing monthly reconciliation work and client disputes. Junior staff were spending 70% of their time on data entry rather than advisory work.
Our Solution
We deployed AI Builder's document processing model trained on each client's invoice format, achieving 97.8% field extraction accuracy. Power Automate orchestrates the full workflow: invoice receipt by email or upload, AI Builder extraction, confidence-score-based routing (high-confidence invoices auto-post; low-confidence invoices route to review), accountant approval, and posting to the client's accounting system via connector. Power Apps provides a review queue interface. Power BI gives practice managers real-time processing volumes, error rates, and client-level efficiency metrics.
Key Outcomes
85% reduction
Processing Time
Average invoice processing time cut from 4.2 min to 38 seconds
830 hours reclaimed
Monthly Staff Hours
980 monthly processing hours reduced to 150 (review only)
97.8%
Extraction Accuracy
AI Builder outperforms manual data entry error rate of 3.4%
35% reduction
Client Bookkeeping Cost
Efficiency savings passed to clients via reduced monthly fees
Technologies Used
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