Automating Supplier Invoice Management with an AI-Enabled Workflow

Furlong-Fox’s administrative team receives a high volume of supplier invoices every day. Processing these manually was slow, repetitive, and often led to errors or missing information. The company needed a simpler, faster, and more reliable way to manage all incoming invoices from suppliers.

To address this, the project focused on designing and implementing an automated n8n-based solution that receives, categorizes, extracts key information, checks for duplicates, stores files in Google Drive, and registers everything in SQL Server for intranet access.

Client

Furlong-Fox, based in Argentina, handles a high volume of administrative and operational processes. Their administrative team manages large volumes of supplier documents daily. Handling these documents manually was time‑consuming and prone to errors.

Agent Studio designed a workflow to automate reception, classification, data extraction, duplicate checking, and registration in SQL Server for intranet access.

Objective

The goal was to create a fully automated, easy‑to‑maintain system operated mainly by the administrative team, with minimal external support.

Key aims included improving efficiency, reducing manual work, lowering errors, and centralizing traceability.

Work

1. Automated Reception The system monitors the mailbox and automatically retrieves incoming documents.

2. Document Classification Documents are automatically categorized using a reliable but cost‑effective LLM (Large Language Model).

3. Data Extraction Relevant details such as supplier information, document references, dates, and amounts are extracted automatically.

4. Duplicate Detection The system checks whether a document already exists in SQL Server.

5. Database Registration All extracted details are saved in SQL Server for centralized access.

6. Support for Production Deployment The client IT team received guidance and support to take ownership of the workflow and deploy it confidently into their production environment.

Results

Estimated time savings of ~60 hours per month, equivalent to ~760 hours per year, representing around 40% of a full-time role (FTE).

Other benefits:

• Reduced errors through automated checks.
• Centralized control and visibility via SQL Server and intranet.
• Scalable architecture ready for increased volume.
• Improved client understanding of n8n capabilities and best practices.

Testimonial

“The communication was effective and clear, which allowed us to understand our needs thoroughly. We appreciate their professionalism and collaborative approach to work, and look forward to continuing to work on new projects in the future.”

Silvina González

CFO - Furlong Fox

👉 Do you want to eliminate manual processing in your back-office workflows? We can help!