Workflow automation
Invoice automation for a wholesale distributor
Incoming purchase invoices processed automatically, from inbox to accounting software, with AI extraction and a human approval step.
Workflow automation
n8nOpenAIPythonExact Online APIDocker
Technologyn8nOpenAIPythonExact Online APIDocker
01
The challenge
- Invoices arrived in many layouts and formats
- Manual data entry caused typos and duplicates
- Approvals got stuck in inboxes
- Every step had to be auditable for the accountant
02
What we delivered
- Mailbox watcher that collects PDF invoices automatically
- AI extraction of supplier, amounts, VAT and due date
- Validation against the supplier list and a duplicate check
- Approval request by email or Teams with one-click approve
- Booking in the accounting software (Exact Online)
- Error alerts and a log of every processed invoice
03
How we delivered
We mapped the existing process with the finance team first, then built the workflow in n8n, self-hosted in the company’s own environment so invoice data never leaves their control. Extraction runs with a confidence threshold: anything uncertain goes to a person instead of being booked.
04
Outcomes
01
Much less manual data entry
02
Approvals that no longer get lost
03
A full audit trail per invoice
04
Invoice data stays in the company’s own environment
More of our work
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