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Entering invoices into ERP systems takes up a lot of time, mainly because suppliers send their invoices through various channels – from traditional paper documents to PDF files, and even fully digitized data in SQL Server databases. Automating this process can significantly increase work efficiency and the accuracy of the entered data.

As we know, the deadline for the mandatory use of KSeF (National e-Invoice System) is approaching. When this solution finally becomes mandatory – most likely in 2026 – automatic invoice entry into systems will become a reality. Nevertheless, even after the KSeF obligation is introduced, the issue of foreign invoices and their automatic processing will remain.

Maciej Pasterz, representing the Digital Transformation team, explains why it is worth using professional solutions in this area.

Invoices are often delivered in PDF format, which requires the use of OCR (Optical Character Recognition) technology to extract key information. OCR enables the quick and accurate extraction of data such as invoice number, date, amount, and detailed information about products and services. These data are then verified to ensure they are complete and accurate.

After OCR is completed, the data is verified for compliance with the client's requirements. This process includes:

1. Checking data completeness – ensuring that all required fields are correctly filled.
2. Validating accuracy – checking if numerical data (such as amounts) are correct and in line with expectations.
3. Comparing with ERP system data – verifying if the items on the invoice match the data recorded in the ERP system (e.g., by comparing them to the order).

After verification, the invoices are automatically entered into the ERP system. During this process, it is also possible to attach the original PDF invoice as an attachment. Our Archee robots are compatible with many popular systems such as SAP, PeopleSoft, Oracle, QAD, and others.

All processed invoices are saved in the database, allowing for the storage of information about the documents, their status, and processing time. The robots dynamically report to the robot management and monitoring center – Archee Robotic Management Center (RMC) – and update the status in the database

A significant convenience related to automation includes the ability to:

1. Send notifications - e.g., an additional email in case of exceeding a certain invoice amount.
2. Check compliance - verifying if the items on the invoice are in the ERP system and if the quantities match. In case of discrepancies (price/quantity differences), emails are sent to the supplier with a summary.

After processing is completed, the robots inform the relevant individuals about the results of their work. This can be done via:

1. Email/SMS - standard email or SMS notifications.
2. MS Teams - notifications via the communicator.
3. Database update - updating the invoice satus.
4. Workflow step advancement - automatic transition to the next stage of the process.

The robot launches cyclically and checks if new invoices are in the queue for processing – for this purpose, the SQL Server database is searched for data to be processed in specified procedures. The robot's main task is to create invoices through the client’s ERP system user interface. The robot logs feedback into the SQL Server database after processing each record. If problems are encountered, the robot communicates with the client’s portals, moving the step in the workflow or reporting the issue.

In case of ERP system issues, the robot takes screenshots, which, along with precise logs, allow the factual status of the document to be determined. After completing its work, the robot sends an email with a report of processed documents.

• Number of monthly launches: 250
• Accumulated robot working time: 230 hours
• Number of created invoices: 3,700

The entire business world is moving toward invoice automation, and this process will accelerate with the introduction of KSeF. It is worth using solutions that adapt to clients' unique requirements, ensuring time savings and error elimination.

Contact us to learn how we can streamline your invoicing processes.