AI-Powered Invoice Processing for a Global Diamond Manufacturer
INDUSTRY
Finance
use case
Transforming Finance Operations with AI
Solution Type
AI-Powered Invoice Processing
.svg)
From Paper Overload to Polished Precision:
How Oraczen’s AI Transformed Financial Operations for a Global Diamond Leader
In the elegant offices of Diamond Pulse, a global diamond industry leader with operations spanning 10 countries—from Mumbai’s bustling cutting hubs to Antwerp’s polished trading floors—financial controllers once battled a relentless flood of paper work. Each month, +2000 invoices poured in from over +200 vendors: grading labs in India, transport firms in Dubai, labor contractors in Hong Kong, and petty cash slips for office supplies. Varying formats—some scrawled by hand, others maddeningly inconsistent—demanded meticulous validation, manual entry into Oracle JD Edwards (JDE), and approval before payments could flow.
Brilliance in Diamonds, Burden in Finance
Diamond Pulse had forged its name through precision. Their diamonds dazzled in jewelry stores worldwide, yet their financial operations groaned under an outdated load. Five accountants labored 6–10 minutes per invoice—2,400 hours a year—keying data into JDE (Oracle's ERP - JD Edwards) untangling compliance errors, and wrestling duplicates. The contrast was glaring.
“Our team was swamped,” admits the Director of Diamond Pulse (name withheld for privacy). “A transport bill might name the wrong entity, or a grading invoice could skip its GST number, derailing us. Duplicates crept in, jamming JDE later—hours lost to chaos.”
The toll wasn’t just time. Compliance gaps, like missing Kimberley Process details, loomed as risks, while the team’s grind left little space for strategic work like spend analysis. Early carbon footprint efforts stumbled too, starved of structured data. The numbers painted the picture:
Volume: 2,000 invoices/month, 200+ hours of manual strain.
Errors: Duplicates, compliance snags (e.g., no GST), and data entry fumbles.
Lost Edge: Five accountants bogged down in routine, not insight.
For a company built on excellence, this was a spark to ignite change.
Diamond Pulse turned to Oraczen for more than a fix—they wanted a breakthrough: manage 2,000 monthly invoices, sync with JDE, and lift their team to higher ground—all in a system crafted for accountants.
In 12 weeks, Oraczen unveiled a custom AI agent that sliced through the clutter with finesse. Here’s how it worked:
The AI tackled invoices—handwritten or typed—capturing 50+ fields (e.g., vendor details, billing details, expense line items) in seconds, with detail to support future needs like carbon footprint tracking.
It flagged non-compliant invoices—say, a labor bill missing a GST—before they could stall the line.
Leveraging JDE’s vendor data, the agent filled in details like the GST, PAN and more, and suggested GL codes and subledgers for each expense. It also leveraged custom business rules to autosuggest the type of invoice and its tax treatment, applying custom checks for each type.
Analysts reviewed auto suggested fields (90% accurate, 100% populated), tweaked as needed, and approved. The Accounting Head gave a final nod, then sent it to JDE—or rejected it with a click.
“We synced it with their JDE system through tight collaboration,” says an Oraczen engineer. “The AI was tailored to their world, even setting the stage for future leaps like 3-way invoice matching.”
The shift was electric. A crumpled Mumbai transport bill—once a 10-minute slog—glided through in under 2 minutes, vendor details intact. “It was a jolt of clarity,” the Accounting Head recalls. “No more endless typing or vendor chases. The system just delivered.”
Three months later, the results dazzled:
Speed: Processing time plunged from 6–10 minutes to 2 minutes or less per invoice—a 70%+ leap.
Accuracy: 90% success rate across 50+ fields, banishing duplicates and compliance woes.
Efficiency: The team size for invoice processing slimmed from 5 to 2, freeing 3 full-time equivalents (100+ hours/month).
Impact: Those 3 now dive into spend analysis and strategic priorities, unshackled from paperwork.
“The efficiency’s a win,” the Director says, “but the real prize? Our team’s focus. We’re driving insights now, not just processing.” The Accounting Head beams: “I’m an analyst now, not a typist.”
The AI enriched the game too. A grading invoice now packs vendor specifics and GL suggestions; scattered data turned sharp and usable. It’s a quiet foundation for bigger goals.
Start with a focused, high impact agent: e.g. Tackle high-volume unstructured data first for fast gains.
Build Smart: Boost data with intelligent systems integrations such as ERPs.
Persona-based design works beautifully: Design for accountants’ flow, not just tech.
Aim Higher: Free time for strategy, not just cuts. Build the foundation for further automation and empower your team.
The Next Cut: A Brighter Horizon
With this win, Diamond Pulse eyes new frontiers—contracts, compliance, and beyond. “Oraczen didn’t just lift a burden,” the Director concludes. “They sharpened our operations to match the brilliance we’re known for.”
Ready to transform your financial operations? Contact Oraczen for a consultation and see how our custom.
