Overview

A global export-import logistics company approached VITA Solutions with a persistent challenge that slowed down its financial and procurement operations.

“Our invoice processing and purchase workflows are heavily manual. Errors, delays, and missed reconciliations are common — leading to compliance risks, vendor dissatisfaction, and inefficiencies.”

Instead of offering a traditional process automation approach, we implemented a comprehensive AI-powered automation framework — designed to intelligently manage invoice ingestion, validation, and approval across multi-format documents and vendor systems.

This solution not only reduced manual workload but also created a seamless, data-driven procurement ecosystem that significantly enhanced accuracy, speed, and visibility.

Industry

Logistic

Timeline

Ongoing

Services

Design, Development, and Deployment

Achievements
60%
Reduction in Invoice Exceptions
4×
Faster Month-End Closing Cycles
30% Improvement in Working Capital Efficiency.
85% Auto-Processing Rate for Standard Invoices.
100% Digital Audit Trail Coverage.
50% Reduction in Vendor Queries.
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Project Challenges
changes
Manual invoice entry causing high turnaround times and processing errors
changes
Limited visibility into procurement cycle and vendor performance
changes
Non-standard invoice formats across global vendors
changes
Time-consuming approval cycles with limited audit tracking
changes
Lack of integration between financial systems and procurement data
How We Helped

Building an Intelligent AI-Powered Invoice & Procurement Automation Platform

Our Approach

We designed and deployed a smart automation ecosystem integrating AI, OCR, and workflow intelligence to streamline the entire procurement lifecycle. Key solution elements included:

Phase 1
AI & OCR-Based Invoice Processing

Automated data extraction from PDFs, images, and emails using Azure Cognitive Services and Python-based ML models

Phase 2
Validation & Workflow Automation

Applied business rules to validate PO numbers, amounts, and tax codes before routing for approval

Phase 3
Seamless ERP Integration

Connected with the client’s SAP and finance systems for end-to-end transaction automation

Phase 4
Smart Dashboards

Real-time visibility into invoice aging, vendor SLAs, and financial KPIs via Power BI

Phase 4
Scalable AI Model

Built a continuous learning loop — improving accuracy with each invoice processed

Technologies Used

AzureAI Python Tesseract powerautomate SQLsynapse
40%
Drop in Duplicate
Payments
2×
Increase in Procurement Team Productivity
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Tangible Results, Real Business Value

Within the first quarter of implementation, the client witnessed tangible, measurable outcomes

20%
Lower Cost per Invoice
24/7
Invoice Processing Capability
70% reduction in manual processing time for invoices
95% data accuracy through AI-powered extraction and validation
50% faster procurement cycle via automated approval workflows
Enhanced vendor satisfaction through timely payments and reduced disputes
Complete audit visibility across procurement and finance functions Smarter Procurement. Faster Finance. Lower Costs.
By infusing AI into their core financial operations, the client not only improved productivity but also unlocked a scalable automation foundation to support future digital transformation across logistics operations.

Scalable AI Framework Replicated Across 6 Additional Finance Workflows

The same AI engine extended seamlessly to:

PO creation
GRN validation
Credit notes
Expense processing
Vendor onboarding
Payment release workflows
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VITA Solutions is a next-generation AI company helping enterprises adopt, scale, and govern artificial intelligence responsibly. We provide end-to-end services, industry-specific solutions, and unified platforms — enabling CIOs, data leaders, and legal teams to adopt and govern AI with confidence, speed, and compliance.

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+91-8482810503
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