Automated invoice processing for a logistics company
The Challenge
TransLogic's accounting team spent 40+ hours every month manually entering invoice data from PDFs into their accounting system. Errors were common — vendor names misspelled, GST numbers transposed, line items missed. Approvals were delayed because invoices sat in inboxes waiting to be transcribed. The team was drowning in repetitive work instead of focusing on financial analysis and vendor relationships.
What We Built
We built an end-to-end automation pipeline: incoming invoices (email + upload) are processed by Claude AI for data extraction, validated against vendor records, routed for approval via Slack, and pushed into the accounting system. Edge cases get flagged for human review instead of silently failing. Custom rules handle vendor-specific quirks (some send PDFs, some send images, some send Excel — all handled). The approval workflow respects existing authority levels and ties into the company's audit trail.
What we learned
Edge cases first
We mapped 23 failure modes before writing automation logic. Every one needed a graceful handler.
Human in the loop
AI hits 94% accuracy. The 6% that gets flagged goes to a queue, not silently dropped.
Vendor variability
47 active vendors meant 47 mini-formats. Claude's vision handled it without per-vendor templates.
Technologies we used
“Forty hours a month back, every month. The automation paid for itself in 8 weeks and we haven't manually entered an invoice since.”
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