Invoice Management Platform Development to Streamline Business Operations [Case Study]

Many organizations, particularly companies handling high volumes of invoices from various sources, struggle with inefficient manual processes. These can often lead to delayed payments, increased administrative overhead, and potential revenue leakage.

Organizations can overcome these challenges by leveraging automation, centralized data storage, and intuitive reporting with the help of a web-based invoice management system that streamlines the entire invoice process.

Explore how we helped a leading USA-based advertising agency with custom invoice management platform development to streamline and automate invoice processing.

A renowned US-based advertising agency faced significant challenges managing its invoice processing system. As a growing company handling numerous campaigns, they needed an efficient platform to automate their invoice management workflow. The objective was to automatically process invoices from the Gmail Inbox and generate Microsoft Excel- based statements using specified date criteria.

Our team at Rishabh Software collaborated with the client to develop a cutting-edge invoice management platform that automates invoice creation, sending, and tracking to reduce manual effort and errors.

• Manual invoice retrieval from Gmail, leading to time-consuming and error-prone processes.
• Difficulty in consolidating invoices from the same advertiser and calculating total amounts.
• Inefficient management of processed invoices and sharing with the invoicing department.

Our comprehensive invoice management platform development is tailored to our client’s needs. Our expert team of developers utilized a Python-based backend with Bootstrap HTML for the front end to develop a scalable and efficient invoice management system. We leveraged Google APIs (Gmail and Drive) for email and file management. We also utilized AWS services like S3 for storage and AWS Lambda for serverless functions. This combination provides a scalable and efficient solution for invoice management.

This billing management platform provides end-to-end invoice process automation and helps the organization reduce customer disputes, receive payment faster, and enhance financial stability with an accurate invoice process.

Broad Scope of Our Project:

Automated Invoice Extraction:

We leveraged the Google Gmail API to automatically fetch invoices from the client’s inbox, eliminating manual retrieval. It implements intelligent filtering to identify relevant invoices based on predefined criteria such as sender and subject. This ensures regular and timely processing of new invoices without human intervention.

Intelligent Data Processing:

To extract relevant information from PDF invoices with high accuracy, we utilized NLP and Regex. This web-based invoice management system identifies and extracts specific invoice data points and texts, such as invoice numbers, dates, and amounts. This method ensures that the extraction process is precise and can accommodate various invoice formats, making the system adaptable to clients and their invoicing styles.

Customizable Reporting:

Users can generate standardized CSV/Excel statements based on specified date ranges and filters. Users can apply filters to customize the output, allowing for tailored reporting that meets specific business needs. This functionality enhances data accessibility and facilitates easier analysis and sharing of financial information.

Bulk Invoice Download:

This feature lets users download multiple invoices as a single zip file with just one click. Users can select a date range and apply filters through an intuitive interface. The invoice management platform compresses the selected invoices, includes a summary report, and provides a secure method for sharing with the accounting department.

AWS Cloud Integration:

Our expert team of seasoned developers has integrated the billing management platform with AWS services, using S3 to securely store processed invoices and AWS Lambda for serverless computing tasks. This integration ensures scalability to handle increasing invoice volumes and enables on-demand processing. The system implements robust security measures, including data encryption and access controls, while providing automated backups and performance monitoring through AWS CloudWatch.

• 75% reduction in invoice processing time
• 70-80% decrease in invoicing errors with automated platform
• 35% increase in client/vendor satisfaction
• 35% improvement in audit readiness and transparency
• 25% improvement in financial forecasting with better data visibility

A leading US-based AWS advertisement company.

• Python
• Bootstrap HTML
• Google APIs (Gmail, Drive)
• AWS Services (S3, Lambda)