InvoiceIQ: Document Processing Pipeline
Extracts data from PDF invoices with OCR and AI, validates, and pushes to accounting software.
Client
Apex Logistics
Industry
Logistics / Supply Chain
Duration
4 weeks
Biggest result
-90%
manual data entry
Overview
Extracts data from PDF invoices with OCR and AI, validates, and pushes to accounting software.
The Challenge
Apex Logistics received over 12,000 invoices per month as PDF attachments. Their finance team manually entered each one into QuickBooks — a process that took 3 full-time employees and still had a 5–8% error rate. Invoices were often paid late, damaging supplier relationships.
Our Solution
We built InvoiceIQ, a document processing pipeline that automatically extracts invoice data from PDF emails using Tesseract OCR, then uses OpenAI to validate and structure the extracted data. The pipeline checks for duplicate invoices, validates amounts against purchase orders, and pushes clean data directly into QuickBooks. Exceptions are flagged for manual review.
See it in action
See the automation pipeline light up step by step — from trigger to output.
Automation Pipeline
Email Received
OCR Extract
AI Validation
QuickBooks Push
Exception Review
Before vs After
Drag the slider to compare the old process with the new one.
Before
12,000
Manual entries/month
After
1,200
Manual entries/month
Manual entries/month
Before
12,000
After
1,200
Error rate
Before
5-8%
After
under 5%
FTEs on data entry
Before
3
After
0.5
Results
0%
Extraction accuracy
0%
Less manual entry
0
Invoices per month
Improvement visualization
Key Features
- Automated PDF invoice extraction with OCR and AI validation
- Duplicate detection and purchase order matching
- Direct QuickBooks integration with error handling
- Exception flagging for manual review of edge cases
- Monthly processing dashboard with accuracy metrics
Tech Stack
Project Timeline
Discover
4 daysAnalyzed invoice volume, formats, error patterns, and QuickBooks workflow.
Build
18 daysBuilt OCR pipeline, AI validation layer, QuickBooks API integration.
Launch
3 daysPhased rollout — 1,000 invoices/day, scaled to 12,000 over 2 weeks.
Optimize
OngoingRetrain OCR on new vendor formats, tune duplicate detection thresholds.
"We had three people doing nothing but data entry. Now the pipeline handles 12,000 invoices a month with 95% accuracy. Our team focuses on exceptions only."
David Okonkwo
CFO, Apex Logistics
Want results like this?
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Want results like this?
Get a free consultation. Tell us your goal and we will show you how to get there.
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