Drastically shorter processing time
From 8 minutes per invoice to 30 seconds. With 100 invoices a month accounting reclaims about 12 hours.
OCR + AI for invoices — accounting without manual entry
KSeF invoices are received automatically as structured data, and Microsoft Document Intelligence recognises documents outside KSeF (foreign invoices, receipts, notes) in 30 different layouts, extracts number, amount, tax ID, line items, and pushes them into your accounting system. Approval workflow in Teams, integration with Comarch / Symfonia / Sage. Go-live in 4–8 weeks.
01
Accounting tied up with data entry instead of cost analysis
02
Errors in entered data — posting mistakes
03
Bottleneck at month-end
Customer problem
An accountant keys invoices in by hand — over a dozen hours and 8 errors a month
In a typical 100-person company, 60–120 cost invoices arrive every month. Each needs to be opened, the number re-typed, the amount and tax ID copied, the attachment linked, a cost account assigned, and the manager's approval recorded. At 8 minutes per invoice that's 8–16 hours of work a month, with errors and bottlenecks. Since 2026, invoices from Polish companies arrive via KSeF as structured data — manual keying is still needed for foreign invoices, receipts, notes and other documents outside KSeF.
Intelligent Document Processing (IDP) uses OCR + AI to automatically recognize invoices and extract the data. In our deployments Microsoft Document Intelligence handles about 95% of invoices without a human touch. The remaining 5% are corrected by a person in an intuitive interface. Time per invoice drops from 8 minutes to 30 seconds.
Why it matters
Accounting tied up with data entry instead of cost analysis
Errors in entered data — posting mistakes
Bottleneck at month-end
No visibility — CFO doesn't know how many liabilities are pending
Costly to scale as the company grows
What we deliver
What we deliver in the implementation
A complete stack: OCR + AI + workflow + accounting integration. Ready to use in 4–8 weeks.
01
Microsoft Document Intelligence configuration
AI model trained on your invoices. Recognises number, date, tax ID, amounts (gross/net/VAT), line items, banking data.
02
Invoice intake workflow
Automatic invoice intake from the mailbox (or KSeF / supplier portals) and routing into OCR.
03
Approval workflow in Teams
After OCR, the invoice goes to the cost manager who approves with one tap in Teams (Adaptive Card). Escalations for no-decision.
04
Accounting system integration
Approved invoices flow automatically into accounting. Integration with Comarch ERP XL / Optima, Symfonia, Sage, SAP, Dynamics — via API or RPA.
05
Exception handling
Invoices the AI couldn't recognise with 95% confidence go to the accountant for manual review — in a smooth interface, not the old ERP.
06
KSeF integration
Integration with KSeF (Poland's National e-Invoicing System, mandatory since 2026) — direct intake from KSeF, validation of sales invoices against the FA(3) structure, KSeF number passed on to the records.
07
Accounting dashboards
Dashboard for the CFO: invoices in pipeline, where the bottlenecks are, slowest approvers, outstanding liabilities.
08
Training and 30 days of support
Sessions for accountants (how to fix exceptions), managers (how to approve) and admins (how to monitor). 30 days of support.
Technology stack
Technologies we use
Microsoft Document Intelligence at the core of OCR + AI, plus the M365 stack for workflow and integrations.
Microsoft Document Intelligence (Azure AI)Power AutomatePower Automate Desktop (RPA for systems without APIs)SharePoint (invoice archive)Microsoft Teams (approvals)KSeF (national e-invoicing system)Comarch / Symfonia / Sage / SAP (integrations)
Your solution
Typical invoice automation scenarios
Documents outside KSeF from the inbox
Foreign invoices, receipts, notes and other documents outside KSeF. The document arrives by email, OCR extracts data, manager approves, it is posted automatically.
Solution fit
Let’s identify which parts of the solution will cut manual work and streamline your processes the fastest.
Impact and metrics
Effects of invoice automation
Clients we have implemented IDP for report similar effects within the first 2 months.
95%
of invoices processed automatically
-94%
shorter time per invoice
98%+
recognition accuracy after model fine-tuning
1
approval workflow for KSeF and non-KSeF invoices
Business benefits
Fewer re-keying errors
Tax ID and amount validation catches recognition errors, and doubtful invoices go to review. Posting errors drop significantly.
Better visibility for the CFO
Dashboard shows what's pending, the liability stack, where the bottlenecks are.
Who this is for
Who this is for
Companies with 30+ cost invoices per month
The more invoices, the higher the ROI. At 50+ per month the payback is 4–6 months.
Companies streamlining invoices after KSeF
KSeF has been mandatory since 2026. We connect KSeF intake with approvals and posting, and OCR remains for documents outside KSeF.
Groups and multi-entity organizations
A consolidated IDP workflow gives group-level liability visibility without ERP integration.
Microsoft 365 companies
Document Intelligence + Power Automate is a natural M365 extension. Document Intelligence is a paid Azure service (billed per page processed), and some Power Automate scenarios need a Premium licence — we calculate the cost in the audit.
Implementation process
IDP implementation process
We implement the solution in a structured model that clarifies project stages, integration with the current environment and further development across the organization.
Stage01
Invoice and process audit (1 week)
Analysis of existing invoices (layouts, suppliers, frequency). Mapping the posting and approval process.
Stage02
OCR model training (1–2 weeks)
Training Microsoft Document Intelligence on your invoices. Validating recognition quality on a 100-invoice sample.
Stage03
Workflow and integrations (2–3 weeks)
Building the intake workflow, Teams approvals, accounting integration. RPA for systems without APIs.
Stage04
Pilot and training (1 week)
A 2-week pilot with quality monitoring. Training for accountants and managers. Post-pilot tweaks.
Stage05
Go-live and 30 days of support
Full production launch. 30 days of active support with recognition quality monitoring.
Stage 1 of 5
Audit of the current invoice process
Estimation of time and cost savings
IDP rollout plan with ERP integration
FAQ
FAQ about IDP / OCR for invoices
How long does IDP implementation take?
Typically 4–8 weeks. OCR training (1–2 weeks), workflow + integrations (2–3 weeks), pilot + training (1 week), go-live + support.
Will AI recognise an invoice in a non-standard layout?
Microsoft Document Intelligence has pre-trained models for typical invoices and handles most. For unusual layouts (e.g. a specific supplier) we train the model on a sample of 5–10 invoices. After training recognition reaches 98%+.
What about invoices in 30 different layouts?
The OCR model works regardless of layout (column order, field placement) — it extracts data semantically, not positionally. 95% of invoices handled automatically, regardless of how they look.
What about KSeF?
KSeF has been mandatory since 2026: from 1 February for the largest taxpayers and for everyone when receiving invoices, from 1 April for issuing invoices by other companies. The intake workflow handles both KSeF invoices (structured, no OCR needed) and documents outside KSeF — foreign invoices, receipts, notes — which still go through OCR.
Do you integrate with our ERP?
Yes. Standardly: Comarch ERP XL / Optima, Symfonia, Sage, SAP, Microsoft Dynamics, iScala. We pick the best method per system: API if available, RPA if not.
Are trainings included?
Yes. Sessions for accountants (handling exceptions), cost managers (approvals) and admins (monitoring). Plus internal materials.
What's the monthly running cost?
Microsoft Document Intelligence is billed per page processed and scales smoothly with volume. On our side it's typically a few hours of consultant time per month — monitoring extraction quality, handling new invoice formats and small workflow improvements.
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In-depth analysis
Intelligent invoice processing (OCR/IDP) — what to know
Intelligent Document Processing (IDP) combines OCR (character recognition) with AI (context understanding) to automatically process invoices and documents. Microsoft Document Intelligence (part of Azure AI) is one of the strongest platforms in this space — trained on millions of invoices, delivered as a cloud service integrated with Microsoft 365.
A typical IDP rollout for cost invoices pays back in 4–8 months in companies with 30+ invoices a month. Main savings: accounting time (about 12 hours a month at 100 invoices), fewer re-keying errors, shorter approval times, full liability visibility for the CFO. Plus a streamlined intake of KSeF invoices, mandatory since 2026.
A good IDP implementation is more than OCR. It is a complete stack: invoice intake (email, KSeF, portals), OCR + AI for recognition, approval workflow (usually in Teams), accounting integration (API or RPA), CFO dashboards. Without these elements the project becomes an expensive experiment instead of a real saving.