Administrative Automation – FQT
Industry: Social NGO
Fundación Quiero Trabajo is a social organization that supports women on their path to employment, providing career guidance, job interview preparation and practical tools to improve their employability.
Its work focuses on strengthening each participant’s confidence, skills and professional readiness to help them access decent employment. The foundation does not operate as a job board or employment agency; instead, it works directly on training and professional support, enabling a high proportion of the women it assists to successfully enter the labour market.
The Challenge
A foundation was managing invoice reception, validation, payment tracking and bank reconciliation through emails, folders and spreadsheets. The process required numerous manual checks and relied heavily on a single person, resulting in a high operational workload and increasing the risk of duplicate documents, incomplete data, errors and payments that were difficult to reconcile.
The Solution
After conducting a detailed audit of the administrative processes, we designed and implemented an automated workflow that centralizes document reception, classifies invoices and extracts their data, while applying validation checks before payment. The solution also matches payments against bank transactions from multiple banks, automatically updates invoice statuses and consolidates only those issues that require human intervention into a single inbox. As a result, the team moved from manually reviewing every document to managing by exception, reducing repetitive tasks while improving traceability and administrative control.
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Open AI
