Automatic posting of cost invoices and adjustments using AI
AI takes over accounting documents from A to Z. The system analyses, classifies and posts cost invoices and adjustments — without human involvement. It handles 1200+ documents per month, learning the company’s structure, posting rules and KSeF compliance requirements. The result? Consistency, speed and zero chaos.
Everyday challenges in the accounting department
The accounting department processed dozens of invoices and adjustments every day, arriving simultaneously from multiple sources — by email, via EDI platforms, from the National e-Invoice System (KSeF), and as scanned paper documents. Each source delivered data in a different format, requiring documents to be opened, read and compared manually.
Each invoice had to be classified, assigned to the appropriate ledger account, cost centre and project, and then posted in the ERP system. The process required not only knowledge of the chart of accounts, but also up-to-date understanding of the company’s accounting policy, tax regulations and internal posting rules.
Manual handling of such a large volume caused delays in closing accounting periods, increased the risk of classification errors, and made it harder to maintain compliance with KSeF requirements. The accounting team was spending time on repetitive tasks instead of focusing on financial analysis.
End-to-end automation of the accounting process – from OCR to ERP integration
The implemented solution provides full automation of the invoice workflow — from the moment a document is received through to its entry in the ERP system. The process begins with intelligent OCR, which extracts data from documents regardless of format or source: electronic invoices from KSeF, paper scans, and PDF files sent by email.
The AI engine analyses the extracted data in the context of the company’s accounting policy, historical posting patterns, and applicable tax rules. On this basis, it automatically assigns ledger accounts, cost centres and VAT rates, generating a ready-to-post accounting entry aligned with the organisation’s chart of accounts.
Posted invoices are transferred directly to the ERP system without manual intervention. The system also handles adjustments, duplicates and multi-line documents. A built-in validation mechanism detects anomalies and routes doubtful cases for review by an accountant — ensuring full control while significantly reducing processing time.
Before and after implementation
Concrete automation results
Want to achieve similar results?
Book a free consultationPosting cost invoices used to take 3 full-time employees. After implementing AI, the system classifies documents, assigns accounts and cost centres on its own. Accountants can now focus on analysis and controlling instead of entering data manually.
Trading and distribution company, 500+ employees
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