From checking every invoice to handling only the exceptions.
We designed an automated workflow to manage invoices, payments and bank reconciliation. Less manual checking and better control for a nonprofit helping women prepare for employment.
Original project screenshots · Click to enlarge
An administrative process heavily reliant on manual work.
Fundación Quiero Trabajo helps women prepare to enter the job market through career guidance, skills development and professional support.
Its administrative process involved receiving invoices by email, reviewing documents, tracking payments and reconciling bank transactions using spreadsheets and folders. The volume of manual checks, coupled with reliance on a single person, increased the workload and the risk of errors, duplicate documents and missing information.
What the automation handles
Intake and data capture
Centralises documents, classifies invoices and extracts the data needed to process them.
Validation and reconciliation
Runs checks before payment and matches invoice information against transactions from multiple banks.
Exception-based handling
Updates invoice statuses and brings cases requiring human intervention into a single queue.
A closer look at the automation.
See the Fundación Quiero Trabajo project and the solution we developed in more detail.
Watch on YouTube ↗Automating the full workflow without losing traceability.
We began with an audit of the existing processes, then designed and implemented a solution connecting documents, validation steps and bank transactions, with human oversight where it adds value.
Understand the process
We identified manual steps, duplication risks and the checks required before payment.
Process invoices
We built the workflow for invoice intake, classification, data extraction and administrative validation.
Reconcile and oversee
We linked bank transactions to payment tracking and a central queue for exceptions.