Invoice Processing Assistant

Overview: Invoice Processing Assistant is an AI-powered solution that automates the end-to-end lifecycle of invoice ingestion, validation, and insights generation. It eliminates manual intervention by extracting invoice data, validating it against contract terms, and enabling intelligent approvals or rejections with clear reasoning. Designed for finance and operations teams, the solution leverages Microsoft Azure, Power Platform, and Copilot to provide real-time visibility and conversational access to invoice data. It helps organizations streamline billing processes, reduce errors, and improve compliance with minimal setup effort.

Challenges:

• Manual invoice review and validation
• Non-standard invoice formats from vendors
• Billing against invalid sites and services
• Price, quantity, and surcharge mismatches
• Reactive dispute handling via emails
• Limited visibility into rejection trends

Key capabilities:

• Automated invoice ingestion from SharePoint
• AI-based invoice and contract data extraction
• Rule-based validation (site, service, price, quantity)
• Annual price escalation validation
• Auto approval/rejection with reasons
• Conversational access via Copilot/chat

How it works:

• Users upload vendor invoices and contract documents into designated SharePoint folders
• Power Automate detects new invoice uploads and initiates the processing workflow automatically
• Azure Function extracts invoice fields (site, service, quantity, unit price, date) and validates them against contract terms and price escalation rules
• Validation results are stored in Dataverse and weekly or on-demand reports are generated
• Copilot enables users to query invoice status, contract details, and retrieve reports using natural language

Business impact:

• Reduced invoice processing time (days → minutes)
• 20–25% reduction in fraudulent invoices
• Improved billing accuracy and compliance
• Faster approvals and audit readiness
• Clear insights into vendor behavior
• Better financial decision-making

Who benefits:

• Accounts payable teams
• Finance and revenue cycle teams
• Contract management teams
• Business owners
• Audit and compliance teams
• IT and data teams

Sales inquiry Write to us: partnerupdates@sonata-software.com