A provider of warehouse equipment repair, maintenance, and rental services was overwhelmed by the manual processing of tens of thousands of invoices. Invoices arrived via email and were manually entered into the work order tracking system, a process that was both time‐consuming and prone to error. The goal was to streamline invoice handling, ensure data integrity, and free up valuable resources for more strategic tasks.
Contextual’s AI platform delivered an end-to-end solution that transformed this cumbersome process into an automated, highly efficient workflow:
- Automated Email Extraction: The system automatically detects and extracts invoices from incoming emails, eliminating the need for manual retrieval.
- AI Preprocessing & Validation: Before processing, each invoice is pre-screened with AI to ensure it meets corporate standards and expectations, filtering out any non-compliant documents.
- OCR & NLP Processing: Using advanced Optical Character Recognition (OCR) combined with Natural Language Processing (NLP), the solution accurately extracts critical data such as invoice numbers, dates, amounts, and work order details.
- RAG-Enhanced AI Assistant: A Retrieval-Augmented Generation (RAG) enhanced AI Assistant then classifies the work completed, ensuring that each invoice is accurately mapped to its corresponding service or maintenance record.
- Seamless Integration: Finally, the processed and classified data is automatically fed into the existing work order tracking system, streamlining operations and reducing manual data entry errors.
With Contextual’s AI-driven solution, the provider has drastically reduced manual processing time and enhanced data accuracy, enabling faster decision-making and more efficient operational management. This scalable solution not only minimizes human error but also paves the way for future growth without additional administrative overhead.
