Invoice and Document Intelligence: From Inbox to ERP, With Evidence
Autonomous extraction with page-level bounding box evidence, deterministic three-way matching, and straight-through ERP posting.
Structured architectural snapshot optimized for enterprise review and generative search synthesis.
Finance teams receive invoices, contracts, and delivery notes via fragmented emails and supplier portals across diverse layouts and languages. Staff manually retype values into ERP systems (Odoo, Business Central, SAP), leading to month-end reconciliation nightmares: duplicate invoices, incorrect VAT calculations, and line-item discrepancies against purchase orders. Traditional OCR fails on non-standard layouts, while unconstrained LLMs hallucinate calculations with zero warning.
Deterministic Rule & Arithmetic Verification Gates Outside Model; Playwright + REST API Dual-Channel Posting with SHA-256 Idempotency
Straight-Through Rate: 88% • Exceptions Catch Rate: 100% • Reviewer Time Saved: -78%
Enterprise Production Architecture / ISO 27001 Aligned
The Business & Architectural Challenge
Finance teams receive invoices, contracts, and delivery notes via fragmented emails and supplier portals across diverse layouts and languages. Staff manually retype values into ERP systems (Odoo, Business Central, SAP), leading to month-end reconciliation nightmares: duplicate invoices, incorrect VAT calculations, and line-item discrepancies against purchase orders. Traditional OCR fails on non-standard layouts, while unconstrained LLMs hallucinate calculations with zero warning.
Hard Technical Constraints
Key Architectural Decisions & Trade-Offs
Every major technical decision made during the engagement, with the trade-offs documented.
Deterministic Rule & Arithmetic Verification Gates Outside Model
Rationale: The LLM only parses and grounds raw text; Python performs all arithmetic checks, VAT validation, and three-way matches against purchase orders and goods receipts.
Trade-Off: Strict schema parser rejects documents with ambiguous line items to human review rather than guessing.
Playwright + REST API Dual-Channel Posting with SHA-256 Idempotency
Rationale: Posts cleanly to modern ERP REST APIs or executes headless browser actions for legacy portals with zero duplicate posting risk.
Trade-Off: Requires maintaining browser interaction scripts for portals lacking formal webhooks.
Implementation Phasing & Execution
Stage 1: Multi-Channel Ingest & Immutable Hashing
Phase 1Pulls attachments from IMAP, cloud folders, and supplier portals, assigning SHA-256 file hashes before saving to encrypted storage.
Stage 2: Hybrid OCR & Structured Schema Extraction
Phase 2Text-first PDF extraction with neural OCR fallback; extracts into strict Pydantic schemas capturing bounding box coordinates per line item.
Stage 3: Deterministic Cross-Check & ERP Integration
Phase 3Performs 3-way matching against ERP PO records; clean items post straight through; edge cases land in side-by-side human review UI.
Verified Production Outcomes Matrix
Before vs. after comparison across every tracked benchmark — each cell represents a production measurement.
| Benchmark Metric | Before State | After SHIVAM ITCS | Tangible Business Impact |
|---|---|---|---|
| Straight-Through Processing | 0% (100% manual retyping by AP staff) | 88% straight-through posting | Eliminated manual invoice data entry for over 4,500 monthly vendor bills. |
| Duplicate & Mismatch Leakage | 14–18 missed errors per month | 0 missed errors (100% caught pre-posting) | Protected working capital by intercepting duplicate invoices and over-billed line items. |
| Exception Review Turnaround | 12 minutes per disputed invoice | 45 seconds with highlighted evidence | AP clerks resolve flagged exceptions instantly with page-level bounding box verification. |
"The design principle here is bulletproof: AI reads and proposes, deterministic code checks and decides, and humans approve edge cases. Our AP errors dropped to zero in the first month."
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Invoice and Document Intelligence: From Inbox to ERP, With Evidence - FAQ
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