Logistics / GUP

A state logistics enterprise was drowning in paperwork. Thousands of invoices, delivery receipts, and procurement documents arrived every month from hundreds of suppliers in inconsistent formats - scanned PDFs, different invoice layouts, mixed handwritten and digital entries. Finance staff spent 3+ days every month manually cross-referencing shipment receipts against purchase orders, and errors caused supplier disputes, delayed monthly close, and compliance problems with state reporting requirements. The existing ERP had no document intelligence - it stored data but couldn't read or match documents.

We built a custom document management and ERP integration layer on top of their existing PostgreSQL infrastructure. The core is a document ingestion pipeline: invoices and delivery receipts arrive via email or upload, are extracted using Claude's vision capabilities regardless of format or layout, and normalized into structured records. Each extracted document is automatically matched against open purchase orders in the database using a multi-field reconciliation algorithm (supplier ID, amounts, line items, delivery dates). Matches above the confidence threshold are auto-approved and the ERP record updated. Discrepancies route to the responsible approver via a FastAPI-powered web portal with the mismatched fields highlighted for quick resolution. A supplier self-service portal allows vendors to submit and track their documents directly, reducing inbound email volume by 60%. Monthly financial reports generate automatically on the 1st of each month with full audit trail.