# Invoices ready for review

Varveta reference design | AI automation

Mock design with fictional data. This is a proposed design, not a completed client implementation.

## The need

Invoice details arrive in different formats. A finance team needs to check totals, match purchase orders, and handle exceptions before creating records in its ERP.

## Proposed approach

Extract invoice fields into a review queue, validate them against business rules, and send approved records to the accounting system.

## System flow

1. Google Drive: Incoming invoices
2. Google Document AI: Field extraction
3. Python review workflow: Checks and human approval
4. SAP: Approved records

## Design decisions

### Keep the source beside the fields

Let reviewers compare extracted values with the original invoice before approval

### Route exceptions deliberately

Flag missing purchase orders, mismatched totals, and uncertain fields for human review

### Record approval before export

Keep an audit trail and prevent repeated uploads from creating duplicate ERP entries

## Checks before release

- Flag an invoice whose line totals do not match its stated total
- Block ERP export until the required review is complete
- Resubmit an invoice and confirm it cannot create a second payment record

## Handover to agree in scope

Source code and configuration, architecture notes, operating runbook, acceptance evidence, and knowledge-transfer sessions.

## Before quoting

Confirm source systems, data volumes, access requirements, hosting environment, acceptance criteria, ownership, and ongoing support.

Discuss this design: https://varveta.com/contact?service=production-ai-integration