Invoice Processing với AI

Xử lý hóa đơn thủ công tốn 15-20 phút mỗi invoice. AI có thể giảm xuống còn 30 giây với độ chính xác cao.

Mục tiêu bài học

• Setup automated invoice processing
• Extract data từ invoices (PDF, image, email)
• Validate và flag exceptions
• Integrate với accounting software

Invoice Processing Pain Points

Manual Process Problems

Quy trình thủ công thường mất 15-20 phút cho mỗi hóa đơn:

1. Nhận invoice qua email (2 phút)
2. Download và lưu vào folder (1 phút)
3. Mở và đọc invoice (3 phút)
4. Nhập data vào hệ thống (5 phút)
5. Verify với PO/Contract (3 phút)
6. Route for approval (varies)
7. Schedule payment

Error rate thường là 3-5%.

AI-Powered Process

Với AI, quy trình chỉ mất 30 giây đến 2 phút:

1. Invoice arrives (email/upload) - instant
2. AI extracts all data - 10 sec
3. Auto-validate against PO - 5 sec
4. Review queue (exceptions only) - 30 sec if needed
5. Auto-sync to accounting

Error rate giảm xuống dưới 1%.

Invoice Processing Tools

Comparison Table

Quick Selection Guide

• Budget dưới 100 USD/mo: Docsumo, Dext
• Volume dưới 100/mo: Parseur, Dext
• Volume 100-1000/mo: Docsumo, Nanonets
• Volume trên 1000/mo: Rossum, ABBYY
• Need API: Nanonets, Docsumo
• Accounting firm: Dext, Hubdoc

What AI Extracts from Invoices

Standard Fields

AI có thể extract các fields sau từ invoice:

Header Info:

• Invoice number: INV-2024-0156
• Invoice date: 15/01/2024
• Due date: 15/02/2024
• PO number: PO-789
• Currency: VND

Vendor Info:

• Company: ABC Supplies Co.
• Address: 123 Main St, HCM
• Tax ID: 0123456789
• Bank account: ***456

Line Items:

• Item 1: Office supplies - 200 USD
• Item 2: Printer ink - 150 USD
• Item 3: Paper (10 reams) - 100 USD

Totals:

• Subtotal: 450.00 USD
• Tax (10%): 45.00 USD
• Shipping: 15.00 USD
• Total: 510.00 USD

Extraction Accuracy by Field

Hands-on: Docsumo Setup

Step 1: Create Account

1. Truy cập docsumo.com
2. Sign up (free trial: 100 pages)
3. Verify email
4. Complete onboarding wizard

Step 2: Create Invoice Parser

Dashboard - Document Types - Add New

1. Select "Invoice" template
2. Name: "Supplier Invoices"
3. Configure fields:
   • Invoice Number
   • Invoice Date
   • Due Date
   • Vendor Name
   • Vendor Address
   • Line Items (table)
   • Subtotal
   • Tax
   • Total
4. Save template

Step 3: Upload Test Invoice

1. Dashboard - Upload Documents
2. Select your invoice template
3. Drag and drop PDF/image
4. Wait for processing (khoảng 10 sec)

Step 4: Review Extraction

Review Screen hiển thị:

• Invoice Preview bên trái
• Extracted Data bên phải
• Confidence indicators: High (trên 95%), Medium (80-95%), Low (dưới 80%)
• Actions: Approve hoặc Edit

Step 5: Configure Export

Settings - Integrations

• Option 1: Google Sheets - Auto-add row for each invoice, Map fields to columns
• Option 2: QuickBooks - Create bill automatically, Match vendor
• Option 3: Webhook - Send JSON to your endpoint, Trigger custom workflows
• Option 4: Zapier - Connect to 5000+ apps

Automated Invoice Workflow

Make.com Complete Workflow

Workflow gồm các modules:

Module 1: Email Trigger

• Watch: invoices@company.com
• Filter: Has attachment (PDF/image)

Module 2: Download Attachment

• Save to: Google Drive /Invoices/Inbox

Module 3: Docsumo API

• Upload document
• Get extraction results

Module 4: Data Validation

• Check: Amount matches PO?
• Check: Vendor exists in system?
• Check: Duplicate invoice?

Module 5: Router

• Path A: Validation passed - Auto-approve - QuickBooks
• Path B: Validation failed - Create review task - Slack alert

Module 6: Update Tracking

• Log to Google Sheets
• Update status in Airtable

Module 7: Notification

• IF amount trên 5000 USD: Email CFO
• ELSE: Weekly digest

Implementation Code (Make.com)

Module 3: Docsumo API Call

1{
2  "url": "https://api.docsumo.com/v1/documents/",
3  "method": "POST",
4  "headers": {
5    "Authorization": "Bearer [DOCSUMO_API_KEY]"
6  },
7  "body": {
8    "file": "[attachment_data]",
9    "document_type": "invoice"
10  }
11}

Module 4: Validation Logic

1// Check for duplicates
2IF [invoice_number] EXISTS IN [Google Sheets: Column A]
3  THEN flag_duplicate = true
4 
5// Check amount threshold
6IF [total_amount] > 10000
7  THEN requires_approval = true
8 
9// Check vendor
10IF [vendor_name] NOT IN [Vendors List]
11  THEN flag_new_vendor = true

Validation Rules

Three-Way Matching

So sánh 3 nguồn để validate:

INVOICE data:

• Vendor: ABC Corp
• PO: PO-2024-123
• Amount: 5,000 USD
• Items: 100 units @ 50 USD

PURCHASE ORDER data:

• Vendor: ABC Corp (match)
• PO: PO-2024-123 (match)
• Amount: 5,000 USD (match)
• Items: 100 units @ 50 USD (match)

RECEIVING REPORT:

• Received: 100 units (match)
• Date: 10/01/2024 (match)
• Condition: Good (match)

Result: 3-Way Match - Auto Approve

Common Validation Checks

Exception Handling

1. DUPLICATE INVOICE

• Alert: "Invoice XXX already processed on [date]"
• Action: Auto-reject, notify sender

2. VENDOR MISMATCH

• Alert: "Vendor 'ABC' not in approved list"
• Action: Route to procurement team

3. AMOUNT VARIANCE

• Alert: "Invoice 5,200 vs PO 5,000 (4% over)"
• Action: If dưới 5%, auto-approve; else review

4. MISSING PO

• Alert: "No PO reference found"
• Action: Request PO from requestor

5. EXTRACTION ERROR

• Alert: "Could not extract [field]"
• Action: Manual data entry required

Dashboard and Reporting

Real-time Metrics

TODAY:

• Received: 23
• Processed: 21
• Pending: 2
• Errors: 0

THIS MONTH:

• Total: 456
• Auto: 412
• Manual: 44
• Value: 2.1M USD

PROCESSING TIME:

• Average: 45 seconds vs 15 min manual

ACCURACY:

• Auto-approved: 90%
• Exception rate: 10%
• Error rate: 0.5%

TOP VENDORS (This Month):

1. Office Supplies Inc. - 45,000 USD
2. Tech Solutions - 38,000 USD
3. Logistics Co. - 32,000 USD

Exception Report

Weekly Exception Report có thể track:

• Pending Review items
• Invoice number, Vendor, Amount, Issue
• Action Required: Review and approve/reject

Accounting Software Integration

QuickBooks Integration

Mapping từ Docsumo sang QuickBooks Online:

• Vendor Name - Vendor (create if new)
• Invoice Number - Ref Number
• Invoice Date - Bill Date
• Due Date - Due Date
• Line Items - Line Items (Description, Qty, Rate, Amount)
• Subtotal, Tax, Total

Settings:

• Auto-create vendor if not exists
• Default expense account: 6000-Expenses
• Require approval for trên 5,000 USD

Xero Integration

Auto-create Bill với JSON structure:

• Type: ACCPAY
• Contact: vendor_name
• Date: invoice_date
• DueDate: due_date
• LineItems: description, quantity, unit_amount, account_code
• Reference: invoice_number

Best Practices

1. Vendor Management

Maintain Approved Vendor List với:

• Name variations (ABC Corp, ABC Corporation)
• Tax ID for verification
• Default expense category
• Payment terms
• Contact info

Auto-normalize: "ABC Corp" = "ABC Corporation" = "A.B.C. Corp"

2. Handle Multi-Page Invoices

• Most tools handle multi-page automatically
• Ensure pages are in order
• Check for continuation indicators
• Verify line item totals across pages

3. Different Invoice Formats

Train AI on your common formats:

• Domestic suppliers (Vietnamese format)
• International (English format)
• Handwritten adjustments
• Credit notes
• Pro-forma invoices

Bài tập thực hành

Task 1: Setup Invoice Parser (30 phút)

1. Sign up Docsumo free trial
2. Create "Supplier Invoice" document type
3. Upload 5 sample invoices
4. Review extraction accuracy
5. Train model if needed (correct errors)

Task 2: Build Validation Rules (20 phút)

1. Define 5 validation rules for your business
2. Set thresholds (amount, variance %)
3. Define exception handling workflow
4. Create review queue process

Task 3: Connect to Accounting (30 phút)

1. Choose: Google Sheets or QuickBooks
2. Configure field mapping
3. Test with 3 invoices
4. Verify data accuracy
5. Setup approval notification

Tổng kết