HeliSwiss
Invoices recorded with no manual entry
First, where AI adds value in a highly regulated operation. Then, invoices that record themselves and a team trained to carry on.
- 3projects: use cases, invoices and training
- 0invoices typed by hand
Starting point
HeliSwiss, a helicopter maintenance company, wanted to know where to apply AI in a highly regulated operation. One of the answers was in administration: supplier invoices arrive by email, as PDFs and in very different formats, and recording them by hand was slow and error-prone.
What we did
First we identified and prioritised use cases with each area. Then we built a flow that watches the inbox, recognises each invoice, extracts its data with OCR and AI and checks the figures add up before recording it. And we closed with a training plan so the team could work with AI on their own documents.
The change
Before and now.
Before
- PDF invoices by email, each in its own format
- Data copied by hand into accounting
- Typing errors that surfaced at closing
Now
- Every invoice is read and validated automatically
- Figures are reconciled before recording
- Only exceptions reach a person
Step by step.
- Input
Email with invoice
The flow watches the supplier invoice inbox.
- AI
Reading with OCR and AI
It recognises the invoice and extracts its data, whatever the format.
- Rule
Validation
It checks that the base, taxes and total add up and that the invoice isn't a duplicate.
- System
Accounting entry
It records it, logging every step.
- Person
Exceptions
Anything that doesn't add up is set aside for review, with the reason shown.
And up and running.
Invoice F-2026-0418PDF · Example Workshops
- Provider
- Example Workshops, S.L.
- Number
- F-2026-0418
- Taxable base
- €1,840.00
- VAT 21%
- €386.40
- Total
- €2,226.40 · adds up
Result
Invoices are recorded with no manual entry, in a reliable and traceable way, and the team has an opportunity map and the training to carry on by itself.
Administration gets hours back and peace of mind: every invoice records how it was processed.
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