Approach & Process

What is a Copilot and what is a Invoice processing co-pilot in accounts payable process?

Hyperbots Invoice Processing Co-pilot automates the entire invoice lifecycle with 80% straight-through processing (STP). It uses foundational AI agents for tasks like invoice discovery, fields extraction, validation, matching, GL coding and GL posting - significantly reducing manual effort and enhancing accuracy.

Aim

Invoice Processing Co-pilot aims to reduce invoice processing time from an industry average of 11 days to less than one minute due to STP achieved through AI.

Design and Development

We focused on building an interface that delivered both functionality with a sleek, minimalistic look. Since the target group is finance based, focus was bringing out numbers and statistics which make the necessary argument of moving forward with approving invoice payments. After talking with the CFO partners (partnered with the organization as consultants), following decisions were taken while designing:

• Streamlined Navigation: We structured the navigation to allow users to easily access different procure-to-pay features.

• Data segregation: Clear differentiation between the invoices that are:
  - Ready to process (AI automated invoices that are already 2 way/3 way matched)
  - Need review from the user to move forward
  - Processed invoices which are already processed

• Mini dashboard: A short data illustration on the main payments view that gives the user an insight about the segregation for the total number of invoices processed for payments

• Visual Hierarchy: By introducing a clear typography system, we ensured that complex data was presented in a digestible manner.

User Persona and their pain points

Primary Persona: CFO, Finance controller, AP member

• Labor intensive and error prone

• Duplicate invoices

• Wrong GL coding

• High OCR errors 

• Delays in approvals

• High invoice processing cost 

Visual Direction

• While designing the whole of procure-to-pay suite of Hyperbots, the designs were constantly being reviewed by the partners that helped shape the vision of the product.

• Using the Hyperbots Design system as the foundation

• Tabular representation of data which the users are the most used to (almost all of the users involved in invoice processing use excel sheets as their primary tool)

• Proper data representation using infographics and data visualization charts to show in the dashboard

• A clean layout which is easier to use and understandable to the user

Key Features

1. Segregated views of Ready to process invoices, Invoices pending reviews & Processed Invoices specified in the table (here, for MVP purposes, the whole payment run was not designed instead posting the paid invoices to update in ERP along with their GL code was made)
   
   

   

2. Clear tags representing the status of the invoice matching:
   a) Ready to process tab
   - Auto approved (2-way match / 3-way match success)
   - Manually approved (2-way match / 3-way match failed or No match)
   - Written to ERP
   - Failed to write to ERP
   
   b) Pending review tab
   - Pending review
   - Unassigned
   
   c) Processed invoices tab
   - Posted to GL
   - Partially paid invoice
   
   

   

   
   
   

3. A proper detailed click through/ drill down view of the invoices when the user clicks on it which shows the related invoice attached and the details of the invoice (Sender details, Payment terms, Item lines, Vendor details, etc). These detailed views change according to the status of the invoice. (Amongst the key screens below, img 3 )

4. Handling duplicate invoices. Sometimes there are multiple uploads of same invoice which the AI flags duplicate. A defined tag was designed which indicated that the uploaded invoice is a duplicate

   

5. Creating invoices from PO numbers/ references (shown below, img 5)

6. AI recommended GL tags for each invoice so that the user knows which GL code has been assigned and can later change it at their convenience (Shown in table in pt. 2)

7. Audit trail for external auditors and compliance. A trail showing the stages where the invoices has been during approval

   

8. User workflows configurations for organizations. Features include:
   - Work allocation
   - Approver levels