Improving Invoice Reconciliation Accuracy with Smart Automation

The client was facing persistent challenges in reconciling invoices received from their multiple international offices. These invoices originated from regions including India, the US, Canada, and Australia—each using distinct formats, tax structures, currencies, and localized terminologies, even when referring to the same line items or services. For instance, one region would label a fee as “management charges,” while another would call it “advisory fees,” though both referred to the same service. Moreover, some invoices included multi-page attachments, embedded tables, handwritten notes, or non-standard fields, further complicating the extraction and matching process.

Their existing Robotic Process Automation (RPA) infrastructure was designed to handle standardized inputs, and as a result, could only deliver about 70% accuracy in processing these documents. The bots frequently failed to interpret regional differences, identify duplicate or misclassified charges, and flag discrepancies in amounts or tax calculations. Consequently, finance teams were spending significant time manually validating and correcting data—often cross-referencing it with legacy systems and internal policies. This not only slowed down the month-end reconciliation cycles but also increased the risk of financial discrepancies, compliance issues, and audit red flags. The inefficiencies directly impacted operational productivity and reduced confidence in automation-driven processes.