Case Utility invoices: Electricity and water bills that log themselves
Every invoice that lands in the Microsoft 365 folder ends up in the CRM without anyone typing it. The team only reviews what AI flags as doubtful.
- −90%
- less time logging invoices
- < 2 min
- from folder to CRM
- 0
- invoices typed by hand
Before and after.
Before
- –Electricity, water and gas bills as PDFs, each supplier with its own format
- –Someone copied amounts, usage and dates into Excel
- –Then, by hand again, from Excel into the CRM
With Brava
- ✓AI reads each invoice as soon as it lands in the folder
- ✓Data is checked and saved to Excel
- ✓The CRM updates itself and the team reviews the exceptions
How it works, step by step.
This is how the system works. AI in green; people, always in the loop.
- 01InputInvoice arrivesMicrosoft 365 folderThe client drops invoices into a shared folder. Power Automate spots each new file.
- 02AIReading the invoiceOne common formatAI reads the PDF, whatever the supplier, and extracts period, usage, amount and taxes.
- 03RuleCheckAmounts and duplicatesNet plus taxes must match the total, and the invoice can't already be logged.
- 04SystemExcel and CRMNothing copiedData is saved to the control spreadsheet and pushed to the company CRM automatically.
- 05PersonReviewOnly the doubtful onesThe team reviews flagged invoices and approves them in one click.
Simplified diagram of the real system.
“The team stopped typing invoices and now spends that time analysing consumption.”
What we work with
- Microsoft 365
- Power Automate
- AI
- Excel
- CRM
Read the full story+
01 / Starting point
Utility invoices arrived as PDFs in a Microsoft 365 folder. Every supplier uses a different format, and someone had to type them into Excel and then into the CRM.
02 / What we did
We built a Power Automate flow that spots each new invoice. AI extracts the key data, rules check amounts and duplicates, and the result is saved to Excel and pushed to the CRM.
03 / Result
Logging invoices went from a weekly chore to something that just happens. The team only steps in when AI flags an exception.
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