AI Solution That Reduced Errors by 50% in Procurement Operations

Outcome

Thanks to the collaboration with Hymux Technologies, a retail company achieved its business goals. Manual data entry is no longer required, as the AI system handles routine tasks such as reading documents, verifying data, detecting errors, and sending notifications. Procurement managers now focus only on exceptions and contract-related decisions. The processing time for a single invoice has decreased from 20 minutes to just 2 minutes. As a result, processes are significantly faster and more accurate, with reduced risk of contract violations or payment delays.

Customer

A large retail company in the USA whose procurement team processed hundreds of invoices, price lists, and purchasing documents every day. Most tasks were handled manually: checking numbers, matching them with contracts, entering data into the Enterprise Resource Planning (ERP) system, and negotiating changes with suppliers. This approach led to delays, frequent mistakes, and unnecessary workload. The company wanted to automate routine operations while keeping its existing ERP system unchanged.

Business Need

The client needed to:

• Automate procurement document processing
• Reduce manual data entry and human errors
• Accelerate invoice approvals
• Improve accuracy in contract compliance 
• Track process efficiency without replacing their current ERP

Solution

The Hymux Technologies team delivered an AI-powered system for automated invoice and procurement document processing. The platform works on top of the client’s existing ERP system and does not require deep infrastructure changes.

To achieve this, the system uses advanced AI technologies integrated directly into the workflow:

• Optical Character Recognition (OCR) and document parsing: Reads invoices, price lists, PDFs, emails, and Excel sheets with varying formats.
• Natural Language Processing (NLP) and AI verification: Classifies documents, extracts key fields, and validates by comparing with contracts, budgets, and SLAs.
• Automated workflow: Generates smart notifications for exceptions, updates ERP for approved documents, and logs all actions for auditing.
• Monitoring and reporting: Real-time dashboards track processing time, error rates, and document throughput.

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Business Development Manager

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Main Features

The AI system is designed to make the procurement process faster, more accurate, and less dependent on manual work. It automates routine tasks while keeping managers in control. Key features include:

AI Document Recognition

The system reads invoices, price lists, and procurement documents in any format. It understands different layouts from different suppliers and extracts prices, SKUs, quantities, dates, discounts, and delivery terms.

Automated Verification

Artificial Intelligence checks values against contract prices and purchasing history stored in the ERP system. It highlights missing data, duplicates, or inconsistencies.

Smart Notifications

When a problem appears, the system sends a simple message such as: “Price for SKU-3949 is 12% higher than the contracted rate. Please verify the supplier’s price list.” Managers do not waste time searching for the issue — they see it immediately.

Automatic ERP Updates

If the document is correct, the system prepares the record for ERP with all required fields. The manager only confirms the action.

Team

• Project manager
• ML engineer
• QA engineer
• Front-end developer
• Back-end developer

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