Submitted invoices are verified automatically: debtor confirmations gathered by email sequences, delivery proofs matched by OCR, duplicates and anomalies flagged on sight. Clean files move straight to funding the same day, and analysts only touch the exceptions.
Typical results
Same day
Funding decision
78%
Files verified zero-touch
2x
Files funded per analyst
0
Duplicates funded
Figures reflect typical results for this kind of automation.
The challenge
Verifying an invoice before funding meant an analyst emailing the debtor, waiting for a reply, chasing delivery proofs, and eyeballing documents for mismatches — four days of back-and-forth per file on average. Clients needing cash this week went elsewhere, and the manual checks still missed the occasional duplicate submission that cost real money.
Before and after
Decision turnaround
−88%Analyst touches per file
−83%Files funded per analyst weekly
2×The automation
We automated the whole verification chain. The moment invoices are submitted, an email sequence requests confirmation from the debtor and politely chases until it gets an answer. OCR reads delivery notes and proof-of-delivery documents and matches them to invoice lines and amounts, while rule-based checks scan for duplicates, unusual values and mismatched details. Files that pass every check move to the funding queue automatically; anything ambiguous lands with an analyst, pre-annotated with exactly what failed.
How it works
- 01
Invoice submitted
The client uploads invoices via the portal; data is extracted and validated the moment they land.
- 02
Debtor confirmed
An automated email sequence requests confirmation from the debtor and politely chases until it gets an answer.
- 03
Proof matched
OCR reads delivery notes and proof-of-delivery documents and matches them to invoice lines and amounts.
- 04
Fraud checks run
Duplicates, unusual values and mismatched details are flagged automatically before any money moves.
- 05
Decision routed
Clean files move straight to the funding queue; only exceptions reach an analyst, pre-annotated with what failed.
Starts from
- Submitted invoices
- Debtor confirmations
Delivers
- Clean files to funding
- Exceptions to analysts
- Full audit trail
The impact
Funding decisions that took four days now happen the same day, and 78% of files clear verification with no analyst touch at all. Each analyst funds twice as many files a week, duplicate submissions are caught before money moves, and clients get a factoring partner that answers before their payroll deadline.
Questions about this automation
How is the debtor confirmation collected?
As soon as invoices are submitted, an automated email sequence asks the debtor to confirm the invoice details and amount. If there is no reply, it sends polite follow-ups on a set schedule until it gets an answer. The confirmation is attached to the file automatically, so analysts never chase it by hand.
What do the fraud and consistency checks look for?
Rule-based checks scan each submission for duplicate invoice numbers, amounts outside a client's usual range, and details that don't match between the invoice, the debtor record and the delivery proof. OCR reads delivery notes and proof-of-delivery documents and compares them with the invoice lines before any money moves.
What happens to files that fail a check?
Files that pass every check move to the funding queue automatically. Anything ambiguous goes to an analyst, already annotated with exactly which check failed and why, so the review starts at the problem. This is a multi-step build with OCR and branching rules, usually rolled out in stages.