The challenge
Receiving a document is only the start. Someone still needs to read its attachments, organize fields, identify the right contact, and track what happens next. When the workflow depends on one colleague who knows the details, anyone taking over often has to ask for the background again. As workloads grow, handovers become another burden.
Our approach
We turned existing authorization and invoice operations into a finance collaboration platform, using company-email verification to sign in to the Authorization Settlement Workbook. Colleagues can view information and processing status through a shared entry point and continue work already completed. Supervisors can also see items awaiting confirmation or coordination.
What we delivered
- An Authorization Settlement Workbook with company-email verification and a shared view of authorization and invoice work.
- AI-assisted reading of specified email and attachment sources, with field preparation and classification for staff review.
- Tasks linked to their sources and responsible contacts, with processing status and items awaiting designated staff confirmation.
The details we handled
AI helps read email and attachments from specified sources, organize fields, classify information, and generate tasks for the appropriate contacts. Designated staff confirm items with insufficient information or those requiring financial judgment. Each task can be traced from its source through subsequent handling. A process once sustained by individual memory begins to have shared information and a record of responsibilities.
- An attachment must remain connected to the work it creates and the person expected to act. Classification without that source and responsibility would leave the next colleague reconstructing the background.
- Incomplete information and financial judgments cannot be resolved by field extraction alone. The workflow needs to preserve these items for confirmation by designated staff.
What changes
Authorization and invoice work has a shared place to continue. Colleagues can begin with prepared information, follow it back to the source, and see who needs to confirm the next step. Supervisors can identify pending work from the same record, making handovers less dependent on the memory of the person who first received the document.
How to verify delivery
Acceptance checks for a comparable implementation. Agree on representative inputs and acceptance criteria with your team before verification.
- Sign in through the company-email verification flow and check that authorized colleagues can locate the workbook and its processing statuses.
- Follow a representative source email and attachment through field preparation, classification, and the resulting task; compare the prepared content with the original source.
- Hand an item with missing information to another colleague and confirm that its source, responsible contact, pending confirmation, and next step remain understandable.
Every thoughtful implementation starts with understanding the work.
