AI invoice coding: from a proposed entry to the ledger

AI invoice coding: a similar invoice, a different treatment

The same supplier issues invoices for two different services: machine servicing and staff training. The model proposes the account used for the previous invoice, because the supplier's name matches. A similar name does not settle the accounting treatment, and an accountant who approves the proposal without opening the description will book the training as servicing.

The proposed view shows the fields read, the document and the basis for the suggestion: which earlier invoice the model judged similar and why. When the description does not settle the treatment, the gap becomes a question for the accounts team. In Poland, Article 20(5) of the Accounting Act sets the conditions for computer records to count as equivalent to source documents, Article 21 describes checking a document and qualifying it for entry in the books, and Article 24 requires the books to be reliable, verifiable and kept up to date. The responsibility of the head of the entity under Article 4(5) stays when the books are entrusted to another person.

The test covers the path from the document to the entry in the system: a repeated document, a correction and an interruption after the data is passed on. A retry does not create a second entry without a check.

What automated invoice coding costs and when it pays back

The count covers the work around each case: searching, reading, writing and handing over. What remains is the time to check the result, 25% of today's work in the scenario. Before the quote we measure both times on 20 to 100 cases the team has already handled, in a free test that takes 5 working days.

In this process the most expensive mistake is one approved without reading. So in the test we count the proposals the accountant corrected and those where the model flagged uncertainty. If there are more corrections than with manual coding, the scope goes back to the rules.

Where the project ends

Before you order, settle whether the project ends at a proposal, prepares an import or makes the entry. These options need different controls and access. The safest start is a proposal with its basis and the accountant's approval. Our invoice coding demo shows the mechanism of a proposal with a cited precedent.

Where to start

We run the first test on invoices from a closed month and compare the proposals with the entries the accounts team accepted. We build this kind of system as part of our AI automations. For the free process review, a description of one case from the last few weeks and the tools it went through is enough. You do not need to send confidential documents, and you receive a written plan within 2 working days.