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PointVAL process · Supplier invoice processing

An invoice arrives. Only exceptions require human review

We connect invoices from KSeF and PDF files to the systems you already use. The supplier is linked to the correct master record, line items to product master data, and the source remains attached to the document.

The data does not end up as another file

A language model extracts data from PDFs. Rules validate dates, the supplier, amounts, exchange rates and duplicates. An operator sees the source document and approves the result.

Process flow

From source document to data ready for the next stage

We do not automate extraction in isolation. We connect document acquisition, master-data matching, validation, operator decisions and the export to the next system.

  1. Source document

    01

    A user retrieves invoices and invoice corrections from KSeF for a selected period or submits a PDF invoice received outside KSeF.

  2. Extraction and structure

    02

    KSeF data comes from XML. For PDFs, a language model extracts the supplier, references, dates, currency, amounts and line items.

  3. Master-data matching

    03

    The system identifies the supplier master record and maps every invoice line to the relevant product master data in the ERP system.

  4. Validation

    04

    Rules check for duplicates and validate the buyer, supplier, dates, amounts, currency and applicable NBP exchange rate.

  5. Operator review

    05

    An operator compares the result with the source, resolves exceptions and only then approves creation of the invoice record.

Clear division of responsibility

Technology handles the routine

  • Retrieval of KSeF data with the original XML, and extraction of invoice headers and line items from PDF files.
  • Identification of the supplier and relevant product master records, with confirmed mappings retained for subsequent documents.
  • Selection of the NBP exchange rate, retention of the source amount and currency, and execution of validation rules.
  • Retention of the source document with the invoice and preparation of a controlled accounting export package.

People resolve the exceptions

  • Selecting an existing supplier, creating a new master record or updating it when the source document and master data differ.
  • Resolving a line item that cannot be matched to product master data with sufficient confidence.
  • Correcting, rejecting or approving the data prepared in the staging area.
  • Accountable approval of the document: the model prepares data but does not make the financial decision.

Process control

Automation does not remove control over the document

Controlled staging area

Imported data can be reviewed, corrected or rejected before an invoice record is created.

Duplicate prevention

KSeF identifiers and validation rules applied when the record is saved detect an invoice that has already been retrieved or entered.

Link to the original invoice

A KSeF invoice correction is linked to the original invoice and passes consistency checks.

Complete accounting export

Import-ready data, control reports and the source XML or PDF form one structured accounting export package.

Measured client process

120 invoices: from six hours to one

Manually entering an invoice, matching the supplier and line items, checking dates, applying the NBP exchange rate and converting the currency took an experienced operator approximately three minutes. After automation, the complete process including approval takes about 30 seconds.

This is a conservative calculation for a typical monthly volume. It excludes the benefit of fewer errors and shorter exception handling.

≈3 min

to enter one invoice manually

≈30 sec

to process one invoice after automation

5 h

recovered each month at 120 documents

Measurement before and after

We first establish where the team is actually losing time

We record the baseline before implementation. Once the automation is live, we measure the same process using the same method, so the outcome can be substantiated with evidence.

  • 01

    Document volume by source, supplier and document type.

  • 02

    Elapsed time from receipt to an approved invoice record.

  • 03

    Operator time required per document.

  • 04

    The number and types of warnings, corrections and exceptions.

Let us trace what happens to an invoice from the moment it arrives

For the first call, one document type, an approximate monthly volume and the systems into which the data is currently re-entered are enough.

Let’s discuss supplier invoice processing →

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