Invoice Automation System for Finance Teams — AI Powered

Overview

Finance teams deal with one persistent problem: invoices that never look the same.

Different vendors, different formats, different languages, and inconsistent calculations turn invoice processing into a manual, time-consuming task — even in organizations that already use an ERP system.

Duo Cosmetics faced exactly this challenge. With multiple warehouses and a large vendor base, their finance team was spending significant time manually reviewing PDF invoices, extracting data, and entering it into their ERP. Traditional automation tools based on templates and fixed rules failed to handle the variability.

Kutia designed and built an AI-powered invoice automation system that adapts to real-world invoice complexity — allowing finance teams to process vendor invoices automatically while maintaining full financial control.

Duo Cosmetics Case

Traditional rule-based automation systems failed because they couldn’t adapt to different invoice layouts—some vendors use “Totali” while others use “Per pagese” or “Vlera për Pagesë” for the total amount. Field names varied across languages (Albanian, English), and calculation methods differed: some invoices show unit prices directly, while others require dividing total values by quantities. The finance team needed a solution that could intelligently understand context, recognize patterns across different invoice formats, and extract accurate data regardless of how vendors structured their documents. Without AI-powered understanding, manual data entry remained the only reliable option, creating bottlenecks and increasing the risk of human error.

The Solution

We developed an AI-powered invoice automation system that transforms how Duo Cosmetics processes vendor invoices. At the heart of the solution is Google Gemini AI, which uses advanced document understanding to intelligently extract structured data from PDF invoices regardless of format, language, or layout. Unlike traditional OCR or template-based systems, Gemini AI understands context—it can identify vendor names even when written in different fonts, extract totals from various field labels, and recognize line items even when tables are irregularly formatted.

The AI performs a two-stage intelligent parsing process: first identifying the vendor name from the document, then applying vendor-specific parsing rules that adapt to each supplier’s unique invoice structure. This AI-driven approach handles everything from simple field name variations to complex calculations—like deriving unit prices by dividing total values by quantities—all without requiring manual template creation or code changes. The system learns from each invoice it processes, improving accuracy over time.

Once the AI extracts the data, the system performs intelligent validation checks—comparing extracted prices against historical vendor data, verifying product codes exist in Odoo, and checking for any anomalies. If all conditions are met and no discrepancies are detected, invoices proceed fully automated to Odoo as draft vendor bills without any human intervention. However, if the AI detects discrepancies—such as unexpected price changes, missing products, or calculation mismatches—it automatically triggers alerts that require human verification before proceeding. This smart validation ensures that routine invoices flow seamlessly through automation while flagging exceptions that need attention, giving finance teams full visibility through an intuitive React-based review interface when needed. The entire workflow—from Google Drive upload to ERP integration—is powered by AI, ensuring both speed and accuracy.

Product Demo (Real Workflow)