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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.

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.

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.

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.

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.

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.

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.

Step 1: Automatic collection of invoices:

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

Step 3: Centralized accounting in Notion:

All recognized data is automatically stored and structured in a dedicated Notion database, providing full transparency and easy access to information. Invoice files are also automatically saved to Google Drive with duplicate checking and folder creation.

Step 7: Flexible deadline management and reloading:

After the main deadline, the system allows you to manually send missing invoices via Telegram, both individually and in batches.

All documents received after the deadline are automatically processed, added to Notion, and a full set of reports is resent to the accountant.

Acceptance of additional invoices is open until 23:59 on the 25th, after which the system records the data as final.

Thus, automation covers the full cycle: from collection and initial dispatch to manual reloading, timing control, and finalization without user intervention.

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.