The problem.
The client is a hospitality and restaurant group in Cádiz with eight companies, six of them in the ERP, and a turnover of about 4 to 5 million euros. Purchase invoices for the whole group arrive in Outlook, about 100 a month.
Each invoice has to be recorded in the right company, with its PDF, without duplicates. And suppliers also send delivery notes to the same inbox, which must not be recorded as invoices.
What we built.
Capture from the inbox
The system watches the Outlook inbox where invoices arrive and picks up each attachment.
AI reading
AI reads each document and extracts the invoice data, so nobody has to type it.
Company by company
Each invoice is recorded in Biloop with the PDF attached, in the company it belongs to, with duplicate control.
Delivery note filter
A filter tells delivery notes apart from invoices. In the test, it discarded 12 of 12 delivery notes and accepted 30 of 30 invoices.
Where it stands.
Before going live, the system was tested with 56 real invoices from one company. It has been in production since 29 September 2026, and as of 6 October it was running in 5 companies of the group.
Stack used.
AutomationOutlookAIBiloop