Case Study: STW Automation helped client to automation invoice processing

Client Background

Client Name - Alpine tubular 

Location: Canada  

The client is a leading distributor dealing with multiple vendors. They were manually processing large PDFs for their orders, with every PDF from different vendors having a unique design. The client was facing challenges in extracting line items, cross-referencing them with their inventory, and reviewing and modifying final orders. 

Problem: 

1. PDF Complexity: Different design layouts across various vendor PDFs. 

2. Time-Consuming Process: Manual extraction of line items was tedious and error prone. 

3. Inventory Management: Lack of automation in matching order items with existing inventory, leading to potential delays in order creation and modification. 

Solution: 

STW Automation team suggested a client solution, instead of coding we can go with a machine learning based model to automate the process. With our experienced team, STW Automation team created a POC. The solution leveraged Microsoft Form Recognizer to create a tailored automation process. 

1. Training Models for Different PDFs: By understanding the various designs of the PDFs, unique models were trained to recognize and extract information from each vendor's document. 

2. Integration with Inventory System: STW Automation Team used extracted data that was cross-referenced with the existing inventory to determine if items were available or needed creation. 

3. Review Screen Implementation: STW Automation team created an additional screen on the client's website for order review and modification, enabling real-time adjustments. 

4. API Exposure: The process was further streamlined by exposing an API that could be called directly from the client's website. 

Outcome: 

1. Efficiency: The client saved more than 50 hours a week on manual order processing. 

2. Accuracy: Reduced errors in order extraction and inventory matching. 

3. Scalability: The solution allowed the client to easily add new vendors by simply training new models. 

Conclusion: 

This case study illustrates the profound impact of intelligent automation on a complex, multi-step business process. By utilizing Microsoft Form Recognizer, the client transformed their order processing, making it more efficient, accurate, and adaptable to future needs. It stands as a testament to the power of modern technology to solve real-world business challenges. 

Video Link - Case Study - Form Recognizer Automation For Large PDF files Scan And Manage Inventory