In most companies, validating supplier invoices and supporting documents is still a slow, manual, and frustrating process.

Purchase orders, delivery notes, and invoices often live in different systems or inboxes. Accountants have to chase project managers for confirmation, while purchasing teams wait for accounting to approve.

Papers/emails get los and simple validations that should take minutes end up taking several days or even some weeks.

The result? Delayed payments to suppliers, missed early-payment discounts, strained relationships, cash flow pressure, and valuable time wasted on low-value administrative work instead of strategic tasks.

But why is this still the case nowadays

As it is the case for most companies, most purchasing documents (Invoices, Delivery notes, Credit notes, …) go through a validation process from the respective Project Managers, followed by processing and recording the invoice by the Accounting team before reaching the payment of the respective documents. While seeming pretty straight forward in theory, typical workflows implemented by the companies (usually using e-mail or paper) do suffer from their weaknesses.

In practice, this results in a constant flow of back-and-forth emails between Purchasing, Accounting, and Project teams. Invoices and supporting documents get lost in overflowing inboxes, information gets lost, and teams waste precious time trying to identify the latest, correct file. On top of that, every invoice requires tedious manual checks to verify prices, quantities, delivery details, and compliance with purchase orders and contracts. What should be a simple validation process quickly turns into a fragmented, error-prone administrative marathon that delays the entire invoice workflow.

How much are companies losing with their current validation process

On average, companies spend several hours and 4 to 12 days validating each invoice. These delays directly translate into missed early-payment discounts, late-payment penalties, and tied-up working capital. Meanwhile, skilled professionals in finance, purchasing, and projects waste valuable time on low-value administrative work instead of strategic tasks. Repeated delays also harm supplier relationships, often leading to higher prices, stricter payment terms, and lower service priority.

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The good news is that these inefficiencies are no longer inevitable. With the right digital solution, companies can move from days of delays and endless email chains to fast, reliable document validation, often in just minutes. This is exactly what Extractional was designed to achieve. By intelligently centralizing documents and automating validation workflows, Extractional eliminates the fragmentation between Purchasing, Accounting, and Project teams, turning a painful, time-consuming process into a smooth and transparent one.

How Extractional solves it

Extractional is a document processing and workflow platform that centralizes, extracts, and automates the entire validation process for supplier invoices and related documents. Instead of documents being scattered across emails, shared drives, and multiple systems, Extractional brings everything together in one secure, intuitive environment.

Here’s how it works in practice:

• Automatic Document Capture & Matching: Extractional automatically reads all documents entering your invoicing email and extracts key data (invoice number, date, amounts, supplier details, etc.) and intelligently links the document the right responsible person.
• Smart Validation Workflows: It creates clear, automated approval routes so the right people (Purchasing, Projects, or Accounting) are notified at the right time. Team members can review, comment, and approve documents with just a few clicks, directly from their computer or mobile device.
• Real-Time Collaboration: All stakeholders work on the same up-to-date version of the document. No more lost emails. Everyone sees the current status instantly.
• Seamless ERP Integration: Extractional allows easy and flexible export of validated documents and data, enabling smooth integration with your existing ERP system.
• Built-in Compliance & Controls: Automated checks flag discrepancies in price, quantity, or terms, reducing errors and ensuring compliance with internal policies and regulations.

As a result, what used to be a fragmented, multi-day process becomes a fast, structured, and transparent workflow. Documents that once required hours of manual effort and coordination can now be validated accurately in minutes and seamlessly transferred into your ERP.

Extractional doesn’t just digitize documents — it fundamentally improves the way your departments communicate and work together while respecting your current IT infrastructure.

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Interested in seeing how Extractional could transform your invoice validation process?

Feel free to reach out to us. We’d be happy to offer you a free 1-hour personalized presentation where we can dive deeper into Extractional and analyze together how it can specifically help your company improve efficiency, reduce manual work, and strengthen collaboration between your Purchasing, Accounting, and Project teams.

Simply contact us via email at info@extractional.com or visit our website at extractional.com. No obligation, just a clear and honest demonstration tailored to your needs.