Leveraging AI and Automation for Seamless Supplier Invoice Processing

The Challenge of Manual AP Processing

Accounts Payable is a critical function for any organization, but it is often plagued by manual, time-consuming processes. Companies with multiple suppliers regularly face the challenge of handling a high volume of invoices in various formats. The traditional approach of manual data entry, followed by a tedious validation and approval workflow, can be both error-prone and resource-intensive.

These inefficiencies can lead to delayed invoice processing, increased risk of errors, and difficulties in tracking and managing the AP lifecycle. Businesses have long sought solutions to streamline this crucial operation and free up valuable time and resources for more strategic priorities.

DocBits‘ AI-Powered OCR Automation

This is where Doppio’s partnership with FELLOWPRO and its DocBits platform comes into play. DocBits,, an innovative automated data extraction tool, leverages advanced AI technologies and ML algorithms to revolutionize the AP automation process.

At the heart of DocBits‘ solution is its unique “swarm intelligence” approach to OCR. This cutting-edge technology allows the system to learn and adapt quickly, even when faced with a variety of invoice formats from different suppliers.

Anagh Kalburgi, a Doppio Senior Consultant, explains: “For example, if Supplier X is sending invoices to both Customer A and Customer B, DocBits can learn from the rules and validations developed for Customer A to onboard Supplier X for Customer B. This significantly reduces the time and effort required to integrate new suppliers, as the system can reuse established parameters.”

The power of this AI-driven approach is evident in DocBits‘ work with a major global supplier like Amazon. By implementing DocBits‘ solution, a Doppio client was able to achieve an unprecedented 100% accuracy in processing Amazon’s invoices – an accomplishment that is truly remarkable in the AI space.

Streamlined Workflows and Document Management

DocBits‘ capabilities extend beyond just invoice processing. The platform can handle a wide range of AP-related documents, including credit notes, debit notes, and proofs of delivery. It can classify these documents, extract the necessary information, and seamlessly integrate the data into the client’s ERP system, such as Infor M3.

The solution also incorporates robust workflow features, allowing for approvals and other process-driven tasks to be managed within the DocBits platform. This ensures a streamlined, end-to-end AP automation experience for businesses, reducing the need for manual intervention and improving overall visibility and control over the AP lifecycle.

Seamless Integration with Infor M3

Integrating DocBits with Infor M3 is a straightforward process, thanks to the platform’s use of standard integration technologies. Suppliers can easily submit invoices by email or by dropping them into an SFTP location, and DocBits will take care of the rest – classifying the documents, extracting the relevant data, and passing it on to the ERP system.

The integration is facilitated through the use of Infor’s Intelligent Open Network (ION) APIs, which allow for seamless configuration and data exchange between DocBits and Infor M3. One of our Principal Consultants, Athar Hussain, goes on to share: “one of the great features DocBits offers is its workflow system, which handles approvals when needed. The integration with DocBits is done through ION APIs, which come with their own documentation. Once registered, these APIs manage the process of sending, receiving, and archiving documents within the Infor M3 system.”

This ensures that the processed invoices and associated information are accurately recorded and archived within the ERP system, providing a comprehensive and reliable AP management solution.

Addressing Integration Challenges

While the integration of DocBits with existing systems can bring significant benefits, it is not without its own set of challenges. One of the critical aspects is ensuring accurate validation processes, particularly when it comes to three-way matching of purchase orders, goods received, and invoices. 

DocBits‘ solution addresses this challenge by incorporating a robust three-way PO matching system within the platform. If any discrepancies are detected, DocBits triggers alerts and workflows, notifying the appropriate users to address the issue. This level of validation and automation eliminates manual errors and streamlines the AP reconciliation process. A complication of this process is related to finances, such as a credit note or a debit note. Athar explains:

“One of the common challenges is the creation of debit notes when there’s a discrepancy between the invoice and the purchase order during three-way matching. This process often requires issuing a debit note to fully book the invoice in M3, which is a standard business need. Another challenge involves the three-way matching itself, where the invoice must match the receipt, which is internally generated and not provided by the supplier. If there’s a mismatch, it leads to extra manual effort for reconciliation. Additionally, there are challenges related to invoice charges not listed in the purchase order, which need to be automated. For example, if a supplier includes charges over and above the purchase order as specified in the contract, these must be accurately reflected on the invoice and posted to the correct accounting history, even in cases where no purchase order exists.”

Beyond the validation process, Doppio’s team of experts is well-equipped to assist clients in overcoming other integration-related challenges, such as managing debit note creation, handling invoice charges not present in purchase orders, and automating the posting of invoices to the correct general ledger accounts.

The Transformative Impact of AI and Automation

The partnership between Doppio and DocBits is driving a revolution in supplier invoice automation, empowering businesses to embrace the power of AI and automation. By leveraging advanced OCR and AI technologies, DocBits addresses the limitations of traditional document processing solutions, delivering unparalleled accuracy, efficiency, and cost savings.

As more organizations recognize the transformative impact of these cutting-edge tools, the adoption of AP automation solutions like Doppio and DocBits provide is expected to accelerate. The benefits are clear – reduced processing times, improved data accuracy, and enhanced visibility and control over the entire AP lifecycle.

In the ever-evolving world of enterprise software, the Doppio & DocBits partnership stands as a testament to the power of innovation and collaboration. By seamlessly integrating AI-driven automation into the AP function, businesses can unlock new levels of productivity, unlock cost savings, and position themselves for long-term success in the digital landscape.