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Document processing with AI

A new standard in accounting process automation

An intelligent API powered by OCR and NLP enables automatic reading and posting of cost invoices — regardless of language, format, or source. Designed for large, internationally operating organizations in the era of digital finance.

Why does AI-powered document processing matter?

Traditional invoice processing means hours of manual work for accounting teams, high costs, and a high risk of errors. Our AI-powered API changes that: instead of scanning and copying data, it performs intelligent document analysis, automatically assigns cost categories, and integrates with DMS/ERP systems. It’s a true operational breakthrough for companies handling thousands of invoices each month.

Real barriers that have blocked efficiency

Document variability

Companies dealt daily with invoices in multiple languages, currencies, and formats — each supplier using a different document layout.

Low OCR accuracy

Text alone wasn’t enough — semantic analysis of data and context was needed.

Lack of project data

Project numbers were often missing or unclear on invoices, making cost allocation difficult.

Costly manual processes

A large accounting team was losing time on repetitive tasks that could be automated.

How does our technology solve this?

Up to 90% automation

Manual work reduced to a minimum — verification only required for uncertain data.

Integration with DMS and ERP systems

Data is automatically delivered to the client’s systems in a structured format (JSON).

Support for any format

Scan, photo, fax — the system recognizes structure and data regardless of layout.

Significant cost savings

Up to 8× lower invoice processing cost compared to SaaS solutions.

Multilingual AI model

Effective in languages such as Greek, Hungarian, and German.

Faster reporting

Cost data available before month-end — enabling greater financial control.

Flexibility and configuration

Users can define their own data extraction rules — in a self-service mode.

Metodology 4D

Discovery

Understanding the DNA of the problem before the first line of code is written

The Discovery phase allows for a deep understanding of the business challenge, user needs, and technological context. As a result, the project starts on solid foundations, and key assumptions are validated before development begins.

Key artifact

Standardized Concept Document

Our focus

  • Defining goals
  • Problem identification
  • User research
  • Competitor analysis
  • Feasibility study
  • Technical requirements

Our activities

We analyze the client’s business and technological environment: from existing systems to user needs and strategic goals. We validate business assumptions, identify risks, and define the problem to be solved. The outcome is a coherent product concept that forms the foundation for the next stages of the project.

Definition

Translating knowledge and ideas into a concrete product plan

In the Definition phase, we transform insights from Discovery into a detailed solution design. This includes defining requirements, system architecture, and the user experience concept.

Key artifact

Product & Architecture Blueprint

Our focus

  • Requirements gathering and analysis
  • Use case analysis
  • UX and prototype design
  • System architecture design
  • Risk register
  • Effort and cost estimation

Our activities

We translate business goals into specific functional and technical requirements. We design UX prototypes, define the architecture, and plan the project implementation. This ensures development starts with a clear plan and minimal risk.

Delivery

Building and delivering reliable software

In the Delivery phase, we develop the final solution. We focus on code quality, clear communication with stakeholders, and a stable product release.

Key artifact

Production-ready product / deployment

Our focus

  • Product development
  • Stakeholder management
  • Testing and quality assurance
  • Development

Our activities

Our teams build the solution using modern development practices and continuous integration. We regularly test the product and maintain transparent communication with stakeholders to deliver a stable, production-ready solution.

Direction

Transforming a product into a growing digital business

Direction is a phase of long-term product development. Instead of ending cooperation after implementation, we support clients in scaling solutions, introducing innovations, and building a competitive advantage.

Key artifact

Product development and innovation roadmap

Our focus

  • Product development and roadmap
  • Customer Success and support
  • Strategic consulting
  • Innovation and future planning
  • Identifying new revenue streams

Our activities

Together with the client, we analyze product data, identify new growth opportunities, and plan future functionalities. We help scale the solution, optimize its performance, and build a long-term product strategy.

What do you gain by working with us?

  1. Full control over costs and data
  2. Reduced errors and delays in accounting
  3. Adapted to your industry and language
  4. Compliance with financial and audit processes
  5. Tangible operational savings from the very first month

Where is AI-powered document processing used?

In companies processing a high volume of invoices each month — regardless of source, format, or language.

In organizations operating across multiple markets simultaneously, with distributed cost centers and international projects.

In industries such as construction, logistics, professional services, and retail — where financial processes are complex and heavily reliant on cost documents.

In companies investing in digitization, back-office automation, and DMS/ERP integration with intelligent data processing.

In finance departments that require fast access to cost data and reports — even before the end of the accounting period.

AI-powered document processing enables a shift from manual, fragmented workflows to an integrated, scalable process. By combining OCR, NLP, and flexible APIs, it allows full automation of invoice reading and posting — regardless of the source. It’s the foundation of modern operational finance, fully aligned with the spirit of digital transformation.

AI-powered document processing is the ideal solution for companies looking to automate invoice handling in demanding, international environments. Discover how automation can transform your organization’s finance operations.

FAQ

Our solution is an intelligent API powered by OCR and NLP technologies that enables automatic reading, interpretation, and posting of cost invoices — regardless of format, language, or source. The system recognizes documents in the form of scans, photos, PDFs, or faxes and transforms them into structured data ready for integration with DMS or ERP systems. Unlike traditional OCR tools, our approach is based on deep contextual understanding of the document and its alignment with specific financial processes.

Automation using our API can reduce manual work by up to 90%, leading to significant operational savings from the very first month of use. With improved data quality and full integration with ERP systems, companies can generate reports faster, minimize errors, shorten document turnaround time, and gain greater control over financial processes. It also enables scaling of processes without proportionally growing accounting teams.

Implementation follows our 4D methodology, ensuring maximum alignment with the client’s reality. We start with the Discovery phase, analyzing current processes and documents. Next, during Definition, we design the API, data extraction models, and set implementation KPIs. In the Delivery phase, we configure the system, conduct tests, and train users; and after launch — in the Direction phase — we monitor performance, adjust AI models, and support ongoing solution development. Each stage is carried out together with the client’s team.

Yes, our API is designed for flexibility and full integration with a variety of DMS and ERP systems. Invoice data is passed in structured form (e.g., JSON), enabling seamless incorporation into the client’s document workflows. Additionally, users can define their own extraction rules — making the system adaptable not only to industry specifics but also to internal financial or audit requirements.

Deploying our system doesn’t require extensive infrastructure or major client‑side changes. The key requirement is an environment where the API can be integrated — this could be on‑premise or cloud‑based. We provide full technical support and comprehensive integration documentation. Our API supports all popular data standards, making it easy to connect to virtually any IT environment.

Data security is a top priority for us. The solution can operate on‑premise or in a client‑chosen cloud, in line with applicable regulations and IT security policies. Data processed by the system is never shared with third parties and is protected via encrypted communication. We also offer security audit options and access configuration tailored to financial and compliance requirements.

Yes, we enable deployment in a test environment during a pilot phase. During testing, we analyze various types of documents (e.g., invoices in different languages and formats) and configure AI models based on your organization’s real scenarios. The goal is to verify extraction accuracy, integration, and the real practical value of the solution before full implementation.

After implementation, we provide full technical and operational support. We monitor system performance, adjust AI models in response to new document types, and support ongoing integration development. Our team is available to both IT departments and end users. We regularly update language models and provide assistance in optimizing document processing workflows.

Companies using our solution report up to an eight‑fold reduction in invoice processing costs compared to traditional SaaS solutions. They significantly shorten posting times and reduce errors caused by manual data entry. With real‑time reporting, finance teams gain faster access to cost data — leading to better financial control and smarter management decisions.

Our solution applies wherever a large number of cost invoices are processed monthly — regardless of language, format, or source. It excels in internationally operating firms in industries such as construction, logistics, retail, professional services, or manufacturing. It is especially valuable for organizations with distributed cost centers, international projects, and high demands for rapid reporting.

What kind of team do you need to accelerate work on your projects? Talk to our specialists about your needs.

Jakub Orczyk Member of the Management Board / Sales Director VM.PL
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