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Electronic document approval for corporate groups

Four corporate groups across different industries (real estate & trade, food & sport, construction, a diversified business group)

We replaced paper and e-mail document routing with a controlled multi-level approval flow with full audit and two-way ERP integration — across four separate deployments.

Challenge

Invoices, orders and contracts circulated on paper and by e-mail, with no visibility of status and no audit trail. Each group had different rules and a different set of documents.

Solution

Our team built and keeps developing a system on a shared core with four deployments. Approval rules are configured by a business user without programming; invoice line items are split to cost centres during approval and written back to the ERP. A new generation adds automatic invoice intake by e-mail and AI document extraction.

Results:

• Four production deployments, each multi-company (one installation for a whole group)
• Roughly 24,000 invoices a year processed across the deployments
• Invoice line items split to cost centres during approval, written back to the ERP
• One-click approval from e-mail and from a mobile app; delegation and stand-ins
• An estimated thousands of hours saved a year versus paper routing (a practical estimate, not a measurement)

One core, four different companies

The same system serves four groups from different industries — from real estate through food to construction. Each deployment has its own set of documents and its own approval rules, configured by a business user through decision tables, not a programmer. Multi-company operation means separate data and signatures for each company in the group from a single installation.

A new generation with AI extraction

The latest generation, running in a pilot, receives invoices straight from a mailbox, automatically extracts the header and line items (including field positions on the document), verifies the partner and IBAN, and reliably exchanges data with the ERP. At roughly 24,000 invoices a year and a few minutes saved per document, the estimate is on the order of thousands of hours a year — stated as a practical estimate, not a certified measurement.