Traditional automation
Traditional automation follows rules. If A, then B; if C, then D. That makes automation reliable and predictable, as long as the situation behaves as originally intended.
Instructions meets 
interpretation
Traditional automation follows predetermined instructions. AI also automates tasks that currently require human interpretation. The two complement each other and together form Intelligent Automation.
Automation with AI
If the outcome differs from what was anticipated, interpretation becomes necessary. AI automates that interpretation. We want to go to point D. Given the situation, which route is most likely?
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AI is no substitute for process improvement
AI automates interpretation. But interpretation does not always require AI.
The automation paradox shows that automation does not automatically lead to less work. It might seem obvious to turn to AI, but it is often better to improve the underlying process first.
For example, when invoices are received, AI makes scanning and recognition software more robust. E-invoicing eliminates the recognition step entirely: invoice data is exchanged directly and in a structured format.
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Document Conversion
AI recognizes vendor-specific layouts, fields, and invoice lines in digital and scanned PDFs. The extracted data is provided along with reliability scores and then converted to the desired XML format according to predefined mappings. Fields that are inconsistent or uncertain are flagged for review.
Validation
AI compares data from invoices and orders with supplier, customer, item, and contract master data. In addition to performing precise checks, the system can also recognize spelling variations, incomplete descriptions, and suspicious discrepancies. This allows potential errors to be identified without valid documents being unnecessarily rejected due to minor differences.
Invoice Coding
AI learns from historically approved entries which general ledger account, cost center, and other dimensions correspond to a supplier, description, or expense type. For new invoices, it suggests the most likely coding, including a reliability score. Corrections serve as new input for further improvement.
Matching
AI helps match the correct invoice lines, order lines, and receipts, even when descriptions or line formats differ. Predefined rules and tolerances then determine whether price or quantity discrepancies are acceptable. Only cases of doubt and exceptions are submitted to a staff member for review.
Messaging
AI analyzes the content of emails and messages from other channels (such as Microsoft Teams) and identifies the subject, intent, relevant invoices, sentiment, and urgency. Messages are automatically categorized, linked to the appropriate file, and prioritized based on factors such as payment risk, deadline, or escalation. As a result, employees start with the messages that require immediate attention.
Segmentation
AI combines payment history, outstanding balances, over-limit amounts, credit information, and recent interactions to segment debtors into risk profiles. For example, the system predicts the likelihood and expected timing of payment. This allows for more targeted follow-up, payment arrangements, and communication tailored to each segment.
Payment Processing
AI matches incoming payments to open items by evaluating amounts, invoice numbers, payment references, customer data, and payment notices collectively. The system also makes recommendations for bundled payments, deductions, or incomplete descriptions. Only payments with insufficient certainty remain for manual reconciliation.
Reporting
AI analyzes reporting data, identifies trends, anomalies, and root causes, and translates these into a clear explanation. This automatically generates, in addition to figures and dashboards, an initial explanatory note containing observations, possible explanations, and points for attention. The responsible employee reviews and refines the conclusions.
Intelligent automation in finance operations
Webinar | 17 oktober
Webinar | October 7 – Practical AI applications for Accounts Payable and Accounts Receivable: from invoice processing to cash application.
Best of breed technology
We implement interpretation automation in our own products and work with specialized intelligent automation platforms such as UiPath.
