Invoice Processing for a Construction Company
Receive invoice – Supplier sends an invoice by email or uploads it to a shared folder.
Check details – Accounts team reviews the invoice for accuracy (supplier name, PO number, total, VAT).
.png)
Approve payment – Manager or budget holder signs off the invoice.
Enter data – Finance team manually types invoice details into Xero or another system.
Record & file – Invoice is marked as paid and stored for auditing.
Process payment – Payment is scheduled or made through the bank.
Our Process
Established where process was inefficient
Upon multiple consultations we established that the company’s invoice process was highly manual and disjointed.
Before automation, the company’s invoice process was slow and disconnected. Invoices arrived by email, were manually entered into systems like Xero or Sage, and had to pass through multiple email approvals before payment.
​
This created frequent delays, duplicate entries, and little visibility over which invoices were approved or paid. Finance staff spent hours chasing updates, while project teams struggled to keep track of costs. The process was time-heavy, error-prone, and held back overall efficiency.
Implementation
Enforcement
As a result we were able to automate everything within this process.
With the new system in place, invoices are now processed automatically from start to finish. When an invoice is received, key data is extracted instantly and routed for approval through an integrated workflow.
As shown on the left, invoices are displayed digitally with all key details captured.
The approval process now happens directly within the company’s internal platform - allowing managers to review, comment, and approve in just a few clicks.
​
No more manual data entry or email chains - every invoice moves from receipt to approval in minutes, with full visibility and traceability across departments.
Results
Through intelligent automation, we reduced the client’s invoice processing time from 10 minutes per invoice to just 10 seconds.
What was once a slow, manual task now runs automatically in the background - validating data, matching purchase orders, and posting entries in seconds.
The result? Faster approvals, fewer errors, and a dramatic increase in efficiency across the finance team.
We worked closely with the finance team throughout implementation to ensure they fully understood and felt confident using the new automated process.
This involved hands-on workshops, live demonstrations, and tailored training sessions designed around their existing workflows.
Rather than simply introducing a new system, we focused on helping the team see why each step was changing and how automation could support, not replace their roles.
