AI Development
Process automation
Document Intelligence
AI-Powered
Invoice
Reconcilation
Stoc Advisory partnered with DocuSensa AI to automate their complete invoice reconciliation process.
The solution integrated AI-powered data extraction from Dropbox invoices with seamless QuickBooks Online synchronization, enabling automated bill updates and creation based on inventory classification.
Year
2024 - Ongoing
Industry
Financial Services
Focus
Accounting & Advisory
Location
Brand Strategy & Identity
Stoc Advisory is a financial services firm specializing in advisory and accounting operations for mid-sized businesses.
Their finance team manages high volumes of vendor invoices, requiring accurate data entry and reconciliation across multiple systems.
What challenge was Stoc Advisory trying to address?
The finance team needed to automate their invoice reconciliation process to reduce manual effort and improve data accuracy across systems.
Their workflow involved fetching invoices from Dropbox, updating existing bills in QuickBooks Online (QBO), and creating new ones based on item types—inventory or non-inventory.
Before automation, this was a time-consuming process prone to manual errors and delays.
The key challenge was extracting accurate data from invoices of varying formats and ensuring seamless reconciliation in QuickBooks while maintaining flexibility to capture business-specific data fields.
What was the scope of Solution?
DocuSensa AI developed and implemented a comprehensive automation workflow:
Automatically fetched invoices from the client's Dropbox repository.
Used DocuSensa's AI extraction engine to capture data with high accuracy, including invoice totals, vendor names, line items, and due dates.
Leveraged custom field functionality to extract additional business-specific values like discounts, delivery charges, shipping costs, and license numbers.
Synced extracted data directly with QuickBooks Online, intelligently reconciling existing bills and creating new entries for non-inventory items.
Implemented validation rules to ensure data integrity and flag discrepancies for review.
What made DocuSensa central to this Solution?
What differentiated DocuSensa was its high data extraction accuracy combined with the flexibility to define custom fields. Instead of being limited to preset invoice fields, the finance team could easily create and extract new data points that matched their specific business logic.
This made the automation adaptive, scalable, and easier to maintain across different client requirements.
What is the Status of this Engagement?
The solution was implemented in 2024, and the engagement is ongoing with continuous optimization and expansion to additional invoice types and workflows
What measurable impact did the solution deliver?
The automation delivered significant, measurable business impact:
How was the Implementation Experience?
The DocuSensa team demonstrated strong technical expertise and deep understanding of finance operations. They were responsive to feedback, adapting the solution to match specific business requirements. The implementation was smooth, with clear communication and regular progress updates throughout the project.
What was the Most Impressive Thing about the Solution?
The DocuSensa team demonstrated strong technical expertise and deep understanding of finance operations. They were responsive to feedback, adapting the solution to match specific business requirements. The implementation was smooth, with clear communication and regular progress updates throughout the project.
By integrating DocuSensa AI into their finance workflow,
Stoc Advisory achieved :
Operational Efficiency: Freed finance team from repetitive data entry tasks.
Reduced Errors: Minimized manual mistakes in invoice reconciliation.
Faster Decision-Making: Real-time visibility into invoice status and financial data.
Scalability: System can easily handle increased invoice volumes.
Clear ROI: Demonstrated through quantifiable time and cost savings.