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Automation of PDF invoice processing: How AI and Notion save time

Implemented a comprehensive automated solution for processing all electronic incoming and outgoing invoices. The system uses artificial intelligence (AI) to recognize and categorize data, automatically integrates it into Notion for accounting, and generates reports, freeing up valuable team time and eliminating errors. It also provides a flexible mechanism for uploading documents after deadlines, ensuring that financial records are complete and up-to-date.
Diagram of PDF invoice processing automation: from collecting files from Gmail, analyzing them with AI (Google Cloud Vision and ChatGPT), to integrating data and saving it in Notion and Google Drive.
Problem

Routine that hinders development

The company was faced with a large volume of invoices arriving at the corporate Gmail on a daily basis. Manual processing of these documents was time and resource-consuming, resulting in:

 

Significant time and resource costs
Finance and operations staff spend a significant portion of their working time on routine operations, such as collecting, manually entering and verifying data from invoices, which distracts them from strategic tasks.
A drawn stopwatch with a dollar sign inside, illustrating the concept of 'time is money' and resource savings.
High risk of data errors and inaccuracies
The human factor in manual data entry causes frequent errors and discrepancies in financial information, which negatively affects the accuracy of accounting and can lead to incorrect management decisions.
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Lack of a centralized management system
Without a single integrated platform for processing and storing invoices, the company faces data fragmentation, difficulty accessing information, and a lack of overall transparency of financial flows.
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Difficulties with operational financial reporting
Manual data processing slows down the process of generating the necessary financial reports, making them untimely and less valuable for quick decision-making and analysis of business performance indicators.
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Problems with flexibility and document uploading
The inability to flexibly upload missing documents after the established reporting periods led to additional manual control, excessive communication, and difficulties in finalizing the full package of documents.
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Solution

Intelligent automation with flexible deadline management

We have developed and successfully implemented an end-to-end business solution that provides full automation of the incoming and outgoing invoice processing cycle. This comprehensive solution, based on modern artificial intelligence (AI) technologies and integration of key business tools, allowed us not only to optimize routine financial processes, but also to introduce a flexible deadline management mechanism, which is critical for effective financial accounting and control.
Automatic collection of invoices

The system monitors incoming Gmail emails, automatically detecting and extracting PDF attachments.

Illustration titled 'Step 1. Automatic invoice collection,' showing a stack of PDF documents with an invoice number and a Gmail icon, symbolizing the automated collection of invoices from email.
Proven Results

Efficiency and strategic focus

Thanks to the implementation of an intelligent invoice processing automation system, the business has achieved a tangible transformation in its financial processes. This solution not only radically changed the approach to document management, but also opened up new opportunities for operational efficiency and strategic development. An integrated approach to automation allowed us to achieve significant improvements that directly affected the productivity and quality of financial transactions.
Significantly reduce the time
It takes to process each invoice, freeing up staff from routine work.
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Increase the accuracy of financial data
Thanks to AI recognition, minimizing the risk of errors.
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Get instant access
To up-to-date and structured information about all invoices in Notion.
Notification process diagram: the system loads variables, gets necessary data from Notion, calculates totals, prepares the message, and then sends it via the Telegram bot and Gmail email.
Ensure timely and automatic generation of
All necessary financial reports
Diagram illustrating financial process automation: adding a new invoice after the deadline, its intelligent processing, and automatic financial report update with growth visualization.
Redirect the resources of the
Team to more strategic and valuable tasks instead of routine data entry.
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Increase the overall transparency of
And control over the company's financial flows.
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Provide flexibility in working with documents:
The ability to upload missing invoices within a set timeframe via Telegram ensures that the data is complete without excessive manual effort.
Diagram illustrating the invoice processing workflow. On the left is a group of PDF files received via a Telegram bot and undergoing AI analysis. On the right is a group of already processed files, to which new documents are manually added via Telegram, with confirmation of successful processing.
Strengthen financial control:
The system independently finalizes the data after the 25th, ensuring discipline and clarity in reporting.
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