TREN

Finance · Scope to be defined during discovery

AI System for Preparing Invoice Fields for Accounting Review

We design an AI system that reviews the invoice document and chart of accounts together with their source and recency details. The system prepares accounting fields linked to their source locations, but does not implement them as a final decision. If totals differ or the document is a duplicate, the suggestion does not proceed; the accounting specialist makes the final assessment.

Representative accounting operations panel with a work queue, checks and an audit trail: invoice field validation queue — **Invoice field validation queue** Representative interface — contains no real data. Document and party details are anonymised. The panel does not post accounting entries or make payments.

The problem

In day-to-day operations, invoice documents and the chart of accounts arrive through different systems and files, preventing the team from reviewing the same case in one view.

As a result, the link to source evidence can be lost while source-located accounting fields are prepared, leading to repeated checks and uncertainty about the basis for the decision.

Incomplete automation may overlook a totals discrepancy or duplicate document, while incorrect automation risks creating an incorrect tax record.

What we set out to improve

Time taken for the source-located accounting-field draft to be ready for review
Correct routing of records with a totals discrepancy or duplicate document to the appropriate specialist queue
Record of suggestions corrected or rejected by the accounting specialist

How the system works

01 Retrieve the invoice document and chart of accounts from authorised sources
02 Verify the source system, record identifier and recency information
03 Map the fields to the target process schema
04 Prepare the source-located accounting-field draft
05 Compare the draft with business rules and source records
06 Check for an exception: a totals discrepancy or duplicate document
07 Have the accounting specialist approve, revise or reject the suggestion
08 Write the input, suggestion, changes and final decision to the audit log

Methods we used

Source-traceable data extraction for the invoice document and chart of accounts
Structured output that limits the source-located accounting fields through business rules
An exception gate that separates cases involving a totals discrepancy or duplicate document
A queue that shows the accounting specialist the source evidence and suggestion together
Duplicate-processing controls and a reversal record to reduce the risk of an incorrect tax record

Where people stay involved

The accounting specialist is the final decision-maker. The workflow pauses for a totals discrepancy or duplicate document and presents the case to the specialist with its supporting records. The specialist can revise or reject the suggestion, or stop the process.

Data and security

Only fields required for the task are processed from the invoice document and chart of accounts. Source-system permissions are preserved, and personal or commercially sensitive data is minimised before being passed to the model. Every read, suggestion, human change and write to the target system is logged.

Who this suits

A good fit

Finance teams that perform repetitive reviews
Companies with defined ownership for sources and approvals
Organisations that want exceptions to remain under human supervision

Not a good fit

Operations where source data is not current
Operations where the decision owner and reversal process are not defined
Operations where the existing method is sufficient for the low volume

Frequently asked questions

What data is used?

The invoice document and chart of accounts are used. The exact connections, fields and retention limits are defined during the access review.

How are exceptions handled?

The workflow pauses for a totals discrepancy or duplicate document. The record is placed in the accounting specialist's queue with its source evidence.

How is incorrect automation controlled?

Because of the risk of creating an incorrect tax record, no final action is taken without human approval. The source, suggestion and human decision are recorded separately.

Project led by:DijitalPi

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