Customer story

How a diversified industrial conglomerate validated AP invoice extraction and matching across 4 invoice types with KIP.ai

KIP.ai, Your AI Native Finance Department, validated AP invoice automation for a diversified industrial conglomerate in Malaysia. Invoices arrive by email or through a web portal, and KIP.ai classifies them by document type and extracts the data with AI. For this customer, KIP.ai handles four AP invoice types: three-way matching, milestone-based checks, recurring standing PO checks and non-PO invoice handling. A two-step approval workflow and a chatbot complete the process. KIP.ai is built by Axrail, an AWS Premier Partner and a team of Applied AI experts.

At a glance

Customer
A diversified industrial conglomerate
Industry
Industrial / Conglomerate
System
SAP
Use case
Accounts payable (AP)
KIP.ai workflows used
Invoice intake from email or a web portal, Document type identification, AI data extraction, AP invoice matching across four invoice types, Two-step approval (preparation and approval), Chatbot for invoice status queries
  • ~30,000documents a month
About A diversified industrial conglomerate

The customer is a diversified industrial conglomerate in Malaysia, with around 30,000 documents a month to process.

The challenge

Verifying AP invoices by hand took about a week per approval and could not scale.

The finance team verified AP invoices against purchase orders and supporting documents by hand. The process took about one week per approval and had high rejection rates, because invoices with missing or inconsistent details had to be returned to suppliers and resubmitted. With around 30,000 documents a month, the manual process could not scale.

The solution

KIP.ai classifies invoices, extracts the data, handles four invoice types and routes each invoice through a two-step approval.

Invoices arrive by email or through a web portal. KIP.ai identifies each document type automatically, then extracts the data with AI to pull header and line-item fields such as supplier details, PO numbers, amounts, quantities, dates, billing periods and payment terms.

For this customer, KIP.ai handles four AP invoice types: three-way matching (across POs, delivery orders, invoices and other formats), milestone-based checks, recurring standing PO checks and non-PO invoice handling.

Every exception is flagged for the team to review and decide. Invoices move through a two-step approval process: a preparation step followed by an approval step. The KIP.ai chatbot lets the team ask about invoice status, due dates and amounts at any point in the process.

The impact

Automated invoice intake, matching across four invoice types and structured approvals.

  • Automated invoice ingestion: Invoices are captured automatically from email or web portal uploads, removing the manual collection and sorting step.
  • Matching across four invoice types: For this customer, KIP.ai handles three-way matching, milestone-based checks, recurring standing PO checks and non-PO invoice handling within a single workflow.
  • Structured approvals: The two-step approval workflow moves invoices through preparation and approval in a traceable process, replacing week-long verification cycles.

Key takeaways

  1. Invoices come in by email or web portalKIP.ai collects invoices from email or a web portal and classifies each one by document type.
  2. Four invoice typesFor this customer, KIP.ai handles three-way matching (across POs, delivery orders, invoices and other formats), milestone-based checks, recurring standing PO checks and non-PO invoice handling.
  3. Two-step approvalEach invoice goes through a preparation step and an approval step, and every exception is flagged for the team to review and decide.