Saving close to a day a week with AI-assisted invoice processing

In this video, we share a practical example of how we helped a large estate agency save close to a day a week by automating invoice classification and filing.

The problem was simple but time-consuming. Invoices arrived by email in a shared Outlook inbox, and a team member had to manually decide whether each email related to an invoice, open the attachment, work out which client and property it belonged to, then file it into the correct SharePoint folder for the facilities or property manager to approve. At roughly 250 invoices per week, that added up to around 4 to 8 hours of repetitive admin.

We break down how we redesigned the workflow using tools already in their Microsoft stack. Power Automate triggers on new emails, AI checks whether the attachment is actually an invoice, then matches it against a SharePoint client list to identify the correct property folder. If the client or property cannot be confidently matched, the email stays in the inbox for a human to review. If it can, the invoice is automatically filed and the email is moved into the appropriate folder.

We also show how we report the impact, including time saved and estimated annual cost reduction once software and AI usage is factored in.

If invoice admin is eating into your team’s week, this is a good example of where a small AI-assisted workflow can remove a surprisingly large amount of manual effort, without changing your wider finance systems. If you want to explore something similar, feel free to reach out.