1.Invoice Ingestion
Source: email, scanned PDF, API upload, or ERP export.
Tools: AWS S3, Google Drive API, or webhook listener.
2.Invoice Data Extraction
Use OCR (Optical Character Recognition) and NLP to extract fields such as:
Invoice number, supplier, date
Product name, quantity, unit price, total amount
Tools:
OpenAI GPT + LayoutLM, Amazon Textract, or Google Document AI
3.Data Validation & Normalization
Clean extracted data (convert units, match SKUs, check for duplicates).
Cross-check with master inventory catalog.
4.Inventory Update
Update stock levels in the inventory database automatically.
For purchase invoices: increase stock.
For sales invoices: decrease stock.
Tools: SQL/NoSQL DB (PostgreSQL, MongoDB) or ERP integration.
5.Error Handling & Approval Workflow
If confidence score < threshold → send for human review.
Dashboard or Slack alert for discrepancies.
6.Analytics & Reporting
Real-time dashboard showing:
Incoming stock, outgoing stock, reorder alerts, and invoice trends.
Tools: Power BI, Grafana, or custom React dashboard.