Intelligent Document Processing

Client challenge

An accounting office receives a large number of documents every day in different formats: electronic invoices, scans, photos, statements, payment confirmations, credit notes, and supporting documents.

Some of these documents need to be recognized, checked, and recorded in the relevant sections of the accounting system. Before automation, a significant part of the work was done manually: sorting documents, identifying their type, extracting key data, matching them with clients, and assigning entries to the correct subaccounts.

The goal was to create a system that helps the accountant process the incoming document flow faster and with fewer manual operations, while keeping control over disputed or non-standard cases.

Industry / business type

A certified accountant’s office serving several dozen clients from different business sectors.

Implemented solution

A preliminary accounting document processing system was developed. It accepts PDF files, scans, and images, identifies the document type, extracts the main data, and separates working accounting documents from supporting materials.

For documents that need to be recorded, the system analyzes the content, matches data with the office’s clients, and helps assign information to subaccounts according to the current chart of accounts.

Document processing is performed locally in the office, so sensitive client data is not sent to external services at the initial review stage. Data is transferred to the certified online accounting system only after verification and resolution of disputed issues.

A dedicated working interface was prepared for the accountant. It allows users to review processing results, correct data, check documents recognized with low confidence, and discuss individual cases within the workflow.

Technologies used

The system works with PDF documents, scans, and photos. If a file already contains a text layer, it is used directly. For scans and images, text recognition is applied.

An additional module for reading QR codes and barcodes is used, which helps identify document data more accurately and reduces processing errors.

As statistics are accumulated, separate processing rules are added for frequently encountered suppliers and document formats. This speeds up the system and reduces computational load when regularly processing standard document types.

Business result

Manual sorting and initial document processing were replaced with an automated process. The system handles the main flow of incoming documents, extracts the required data, and prepares it for accountant review.

The specialist can focus on documents where the system could not make a clear decision, as well as on professional review and final confirmation of the data.

For the accounting office, this reduces routine work by several dozen person-hours per week, lowers the risk of manual entry errors, and makes it possible to serve more clients without a proportional increase in staff.