How LedgerSync transformed operations using AI automation

The Challenge

Despite being a fintech platform themselves, LedgerSync struggled with their own internal AP operations. The issues were structural:

1. Invoices came in dozens of inconsistent formats

Vendors used different templates and layouts.
Some invoices were clean PDFs; others were poor-quality scans or photos.
The AP team manually typed:

• Vendor name

• Invoice number

• Line items

• Taxes

• Due dates

• Totals
  This consumed 4–6 minutes per invoice, even for simple ones.

2. Backlogs increased rapidly

As the company grew, so did invoice volume.
During month-end close, the backlog reached 600+ invoices, delaying reconciliations and slowing financial reporting.

3. High risk of errors

Manual entry meant issues like:

• Mistyped amounts

• Missing line items

• Incorrect tax interpretation

• Duplicate invoice entries
  Even small mistakes created reconciliation headaches.

4. Compliance and audit risks

Finance leaders worried about:

• Inconsistent entry formats

• Missing vendor compliance fields

• Untracked corrections

• Delays in approvals

Auditors flagged the workflow as a repeat operational risk.

5. No visibility into real-time payables

Because invoices were processed days (sometimes weeks) after arrival, executives lacked an up-to-date view of:

• Total liabilities

• Upcoming due dates

• Vendor concentration risk

• Month-end cash requirements

They needed automation to bring real-time clarity.

The Solution: End-to-End AI Invoice Processing System

Chronexa delivered an end-to-end automation engine capable of handling the entire lifecycle of an invoice—from ingestion to ERP sync—without human intervention unless needed.

Here’s how it works:

1. Universal Invoice Ingestion Pipeline

Invoices now flow into a single entry point via:

• Email forwarding

• PDF uploads

• WhatsApp → API

• Vendor portals

• ERP exports

Every invoice is converted into a standardized processing format.

2. Advanced OCR + Layout Reconstruction

Traditional OCR wasn’t enough. We deployed a layout-aware extraction model capable of:

• Understanding hierarchical structures (header, footer, line items)

• Reconstructing multi-page tables

• Detecting currency, taxes, discounts, and subtotals

• Extracting vendor metadata

Accuracy: 92%+ on first pass, even for noisy scans.

3. AI Field Validation + Semantic Checks

A custom LLM agent performs deep validation, including:

• Cross-checking totals vs. line items

• Matching tax fields with expected regional formats

• Detecting anomalies or out-of-policy charges

• Identifying duplicates across historical invoices

• Vendor name normalization

If something looks off, it flags the invoice with an explanation.

4. Rules Engine for Compliance Workflows

Chronexa integrated a lightweight rules engine to support LedgerSync’s compliance policies:

• PO match required? → Auto-check

• Vendor missing GST/VAT? → Auto-flag

• Invoice above threshold? → Auto-route for approval

This brought consistency to AP processing for the first time.

5. ERP Auto-Sync with Error-Free Data

Once an invoice passes validation:

• Clean structured JSON is generated

• Line items are formatted to ERP schema

• The invoice is synced automatically

If human approval is required, the automation pauses and waits for sign-off.