Step 101
Collect documents
Import invoices and attachments into the correct period collection.
Deliverable
Document batch
Operational playbookAdministration & data
Fiscal documents, usable fields
Administration, invoices and bookkeeping
Extract key fields from invoices and scans, make them filterable and prepare targeted checks while keeping documents inside the company perimeter.
FinanceData & controlling
Playbook map / amministrazione-fatture
Administration & data
Input
Invoice PDFs and scans
Box
Extracts and normalizes
Result
Register with source documents
OCR on scansTable extractionCustom metadata
The problem
01Search, classification and checks require repeated data entry, especially when documents arrive in different formats and quality levels.
Expected outcome
02A queryable register linked to original documents, useful for preparing checks without replacing accounting systems or approvals.
The playbook
A readable flow, from input to review.
Every phase produces a reviewable artifact before the next one begins.
Step 202
Extract and check
Detect fields, tables and anomalies for owner review.
Deliverable
Structured register
Step 303
Query and reconcile
Filter by period or supplier and return to the PDF for every check.
Deliverable
Review list
What goes in
- Invoices and receipts
- Scans and attachments
- Period and classification
What stays with the team
- Extracted fields
- Filterable tables
- Anomalies to review
Starting point
Three requests to try on your archive.
Prompt 1
Group amounts by supplier and link each row to its invoice.
Prompt 2
Flag possible duplicates using number, date and amount.
Prompt 3
Which documents have no readable VAT number?
Control and perimeter
Automate without hiding responsibility.
These constraints are part of the workflow, not a footnote.
01
Results support review and do not replace the accounting system.
02
Every field should remain linked to the original document.
03
Access is limited to authorized finance roles.
Capabilities involved
OCR on scansTable extractionCustom metadata
Sources and connectors
PDF and imagesCSV/XLSXManagement-system exports
Continue the path
Related playbooks
The same archive can support multiple workflows while keeping purpose and permissions separate.
IntelligenceBox / workflow discovery
Bring this workflow to your data.
An operational session to map sources, access, output and approval steps before configuration.