Case Study - AI - Supply Chain

AI Reconciliation Solution for Purchase-to-Pay and Freight

About the client

A US-based supply chain company reached out to Providus. They were experiencing sluggishness across their processes. Their finance team would check every purchase order, goods receipt, and invoice manually in spreadsheets before paying suppliers.

But as order and freight volumes continue to grew, manual verification became slow and billing errors became a persistent challenge. They required an AI reconciliation tool that could read these documents, flag flag every discrepancy with evidence, and give the team totals they could trust.

The Challenge

Manual spreadsheet matching
The finance team matched purchase orders, goods receipts, and invoices line by line in spreadsheets. Each reconciliation took hours.
Errors slipped through
Manual checks missed overbilling, price differences, and quantity gaps. Those errors led to payments the company should have caught.
Messy source documents
The documents arrived as PDFs, scans, and handwritten files. Any automated tool had to read all of them accurately.

The Solution

We deployed ReconAI for the client. It allowed the user to upload documents like invoices, good receipts, and purchase orders. DocAI parses all three with full table geometry, and a single reasoning LLM pass sorts every issue into eight categories: overbilling, price mismatch, quantity mismatch, missing items, extra items, unsupported charges, evidence gaps, and calculation errors. Each finding links to the exact line in the source PDF, and ReconAI drafts the supplier follow-up email from the findings. Code handles all money arithmetic, so every total is reproducible. The matching works with OpenAI, DeepSeek, Gemini, or any local model.

All Technologies Used

The Results

Reconciliation in minutesA process that took hours with the team juggling different spreadsheets now just take minutes and is far easier.
Accurate document parsingWe verified document parsing accuracy across 499 fields and 53 handwritten, scanned, and born-digital documents.
Six Workflows ValidatedReconAI covers purchase-to-pay plus air, sea, and road freight for import and export, and supply chain experts validated each workflow.
Source-linked OutputsEvery finding links to the exact line in the source PDF, so the team can verify it in seconds.

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