Challenge 14. “Smart Automation of Document Management in Purchasing and Accounting”

Challenge 14.“Smart Automation of Document Management in Purchasing and Accounting”

Frenos Iruña is an industrial company with a strong focus on operational efficiency and continuous improvement, where administrative processes play a key role in the smooth running of the business.

In its day-to-day operations, the company handles a large volume of documentation related to purchasing, billing, and administration, which entails a significant amount of manual work. In this context, Frenos Iruña seeks to advance the automation of these processes by incorporating technologies that improve efficiency, reduce errors, and optimize internal management.

Currently, document management in the procurement and accounting departments is largely done manually. This includes tasks such as receiving invoices, reviewing them, entering data into internal systems, and managing the associated information. ​

This current model has several limitations:​

• A high volume of repetitive tasks with little added value.

• Significant time spent by the administrative team.

• Risk of errors during data entry.

• Processes that are difficult to scale and rely on manual intervention.

In addition, the documentation comes in various formats (PDF, paper, emails, etc.), which makes it difficult to process it in a consistent and automated manner. ​

Frenos Iruña aims to transition to a system that automates the collection, interpretation, and management of this documentation, thereby reducing the administrative burden and improving the overall efficiency of the process.

As such, we are seeking innovative solutions to automate document management in procurement and administration, from document receipt through processing to integration into internal systems.

In particular, we will prioritize solutions that are capable of:​

• Read and interpret documents in various formats (invoices, purchase orders, delivery notes, etc.).

• Automatically extract the relevant information.

• Validate and organize the data.

• Integrate the information into existing systems (Sage X3 ERP or RPS Next).

• Automate related workflows (validations, registrations, etc.).

The goal is to minimize manual intervention in these processes while maintaining control and ensuring the reliability of the information.

Previous experience​

• Sales presentations for software that scans invoices and automatically generates journal entries.

Expected benefits

Implementing a solution in this area will have a direct impact on the company's operations:​

• Operational efficiency: a significant reduction in the time spent on administrative tasks with little added value.

• Error reduction: improved data quality and consistency.

• Scalability: the ability to handle a larger volume of documentation without increasing resources.

• Improved traceability: greater control and visibility of information.

What are they looking for in a collaborator?

Frenos Iruña is looking for partners capable of providing solutions that are accessible, practical, robust, and easy for our internal team to implement. ​

The following will be given special consideration:​

• Experience in document automation (invoices, orders, etc.)

• Ability to work with different formats and sources of information.

• A practical, results-oriented approach.

• Ease of use for non-technical users.

• Integration with existing systems (Sage X3 ERP or RPS Next).

• Ability to provide support during implementation.

Solutions must be viable, scalable, and designed to generate value from the earliest stages.