The client is an established HVAC and energy services company operating in a highly competitive, margin-sensitive industry. The business manages high volumes of vendor invoices tied to job costing, materials, and subcontractor expenses. Accurate invoice processing directly impacts cash flow and operational reporting.
The company had an existing invoice processing workflow, but it relied heavily on manual steps and fragmented systems. Invoices were received via email and required manual review, manual processing and manual transfer to an ERP system. Reconciliation of purchase orders and invoices and the approval of payments were also done manually.
We began the engagement with a pilot designed to surface inefficiencies for invoices on new projects only. This was done intentionally. The objective was not to deploy tools blindly, but to assess and diagnose workflow breakdowns across people, process, and technology. This pilot was conducted before implementing broader automation.
We mapped the full invoice lifecycle: Intake > Data extraction > Routing and approvals
Both human-centered inefficiencies and technology misalignment were identified.
Operational Visibility
Mapped the full invoice lifecycle end-to-end, exposing friction points and identifying where automation would drive the highest operational leverage.
Agent-Driven Invoice Automation
Piloted an n8n agent workflow to automate invoice intake through approval routing, clearly defining Human-in-the-Loop control points to protect accuracy and financial governance.
Defined Next-Step Roadmap
Established a structured transition plan from pilot discovery to formal assessment and scalable implementation.
Interested in streamlining your invoice processing?