Challenges
Finance and accounting teams at building materials distributors often handle supplier invoices manually—checking emails, saving files, entering data into ERP systems, and matching them with purchase orders. This takes a lot of time and often leads to mistakes or delays. As the volume of work increases, the team becomes less efficient and more frustrated with repetitive tasks.
eContentPrep designs bots that work like a virtual team member to manage invoice processing for you. Here’s a step-by-step of how our bots work:
Step 1: Monitor inbox & download invoices: The bot monitors your email inbox for incoming invoices from both suppliers of materials and recurring general providers (phone bills, cleaning bills, etc.).
Step 2: Save invoice in shared folder: When an invoice is received, the bot opens the email and saves the PDF in the correct shared folder, organized as appropriate (e.g. per month/supplier). If the folder doesn’t exist, it creates it.
Step 3: Extract invoice data: The bot extracts relevant information from any invoice format—vendor name, tax ID, invoice number, amount, scrap amounts, environmental taxes, line items, etc.—with human-level accuracy. It saves these data points in a structured database, to facilitate review and reporting.
Step 4: Apply validation and business rules: Additional extraction or validation rules are applied based on your business requirements. This can include cross-checking against existing purchase orders, matching delivery slips, verifying vendor master data, cost centers, etc. The bot flags any discrepancies for human review or applies predefined logic to handle them automatically.
Step 5: Upload data into ERP: The bot logs into the ERP, navigates to the appropriate module, uploads the extracted data, and applies your pre-established reconciliation rules (e.g. purchase order match, delivery confirmation). It saves the invoice as a draft for the finance team to review. Once finished, the bot sends an email to the team with a summary of the processed invoices and their folder location—so you always have real-time visibility and control.
The bot can process an unlimited number of invoices, regardless of their layout or format, and is fully flexible—you can add as many matching, conciliation, or validation rules as needed. See below how our bots handle real invoice workflows—accurate, fast, and always consistent.
Solution
Conclusion
With eContentPrep bots, finance teams at building materials distributors gain real and immediate benefits:
- Error-free and reliable: Bots follow logical rules and never miss a step.
- Productivity boost without hiring: Our bots act like an extra team member, but with no payslips and no onboarding.
- End-to-end solution: From reading supplier invoice emails to uploading into your ERP, bots replicate your exact workflow—something rigid software can’t match.
- Seamless integration: Works with your existing ERP and tools, no system changes needed.
- Simple pricing: One-off setup, unlimited invoices processed, no per-user licenses.
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