AI Invoice Automation
From manual data entry to intelligent invoice processing
Eliminate hours of manual purchase invoice entry with AI-powered OCR, smart autocomplete, and intelligent data extraction. Supports printed invoices, Excel imports, and learns from every transaction.
All Features
Every AI feature in AI Invoice Automation.
Smart Autocomplete + Last Purchase Auto-Fill
Auto-fills Rate, Factor, MRP, SP, Tax from last purchase history for the selected supplier-product pair. Includes rate deviation alerts and expiry warnings.
Impact: 50% faster per-item entry
Bulk Excel/CSV Invoice Import
One-click import of supplier digital invoices with configurable column mapping and fuzzy product matching.
Impact: Eliminate manual entry for digital invoices
Invoice OCR + AI Extraction
Scan printed invoices using Azure AI Document Intelligence with Claude Vision fallback. Extracts all line items, rates, quantities, and GST data.
Impact: Near-zero manual entry for printed invoices
Intelligent GST Validation
AI validates CGST/SGST/IGST splits, checks HSN code tax slabs, and flags mismatches before invoice save.
Impact: Prevent costly GST filing errors
Mobile Invoice Photo Capture
Photograph invoices on phone, AI processes, items appear on desktop for review. Built on Blazor PWA.
Impact: Process invoices from anywhere
Feature Deep-Dive
Detailed descriptions and benefits for each feature.
Smart Autocomplete + Last Purchase Auto-Fill
50% faster per-item entry
When a pharmacist selects a product during purchase invoice entry, HIMS intelligently pre-fills pricing fields from the most recent purchase of that exact product from the same supplier. The system tracks rate changes over time and flashes a visual alert when the current rate deviates more than 10% from the last purchase. Additionally, the system suggests batch numbers, recommends purchase quantities based on stock levels vs. reorder points, and warns if incoming products have less than 6 months until expiry.
Key Benefits
- 50% faster per-item data entry
- Rate change alerts prevent pricing errors
- Expiry warnings reduce pharmaceutical waste
- Quantity suggestions prevent stockouts
- Works offline — no cloud dependency
Bulk Excel/CSV Invoice Import
Eliminate manual entry for digital invoices
Many pharmaceutical distributors provide digital invoices as Excel or CSV files. HIMS can import these directly — the pharmacist uploads the file, maps columns to HIMS fields (one-time setup per supplier), and the system auto-matches products using intelligent fuzzy search. The column mapping is remembered per supplier, so subsequent imports are truly one-click.
Key Benefits
- One-click import for digital invoices
- Per-supplier column mapping memory
- Fuzzy product matching from master inventory
- Review dialog with confidence scoring
- Handles Excel (.xlsx) and CSV formats
Invoice OCR + AI Extraction
Near-zero manual entry for printed invoices
Pharmacists scan or photograph a printed supplier invoice, and HIMS extracts everything: supplier details, invoice number, date, and every line item. The extraction uses Azure AI Document Intelligence as primary and Claude Vision as fallback for complex layouts. Every extracted item is matched against the pharmacy product master with color-coded confidence: Green (auto-accept), Yellow (verify), Red (manual review). The system learns each supplier's template over time.
Key Benefits
- Near-zero manual entry for printed invoices
- Dual AI engine: Azure primary + Claude fallback
- Color-coded confidence review (Green/Yellow/Red)
- GST cross-validation catches tax errors
- Learns supplier templates — improves with use
- Handles multi-page invoices and handwriting
Technology
- Azure AI Document Intelligence (prebuilt-invoice model)
- Claude Vision API for complex extractions
- Fuzzy + semantic product matching via FuzzySharp
- Per-supplier template learning with confidence tracking
Intelligent GST Validation
Prevent costly GST filing errors
Every purchase invoice line item goes through intelligent GST validation before it can be saved. The system checks CGST+SGST splits, IGST for inter-state, and matches tax percentages against HSN code slabs. Mismatches are flagged with specific error descriptions so the pharmacist can resolve with the supplier immediately.
Key Benefits
- Catches GST errors at entry, not at filing
- HSN code slab validation
- CGST/SGST/IGST split verification
- Prevents GSTR-3B filing mismatches
Mobile Invoice Photo Capture
Process invoices from anywhere
Part of the HIMS Blazor web migration, this feature brings invoice scanning to any mobile device. The pharmacist photographs the invoice using their phone camera, the image is processed through the same OCR + AI pipeline, and extracted items appear on the desktop for review and confirmation.
Key Benefits
- Process invoices from any mobile device
- Same AI pipeline as desktop OCR
- Works at warehouse, dock, or counter
- Part of HIMS web migration
Benefits by Role
How AI Invoice Automation helps different stakeholders.
Pharmacist
- 50% faster invoice entry
- Rate change alerts
- Expiry warnings
- Mobile invoice capture
Purchase Manager
- One-click Excel import
- Supplier template learning
- Quantity suggestions
- Purchase order automation
Accountant
- GST cross-validation
- GSTR-3B accuracy
- HSN code verification
- Tally-ready data
Hospital Admin
- Reduced data entry staff time
- Fewer invoice errors
- Faster supplier payments
- Audit-ready records
Frequently Asked Questions
How does the invoice OCR work?
You scan or photograph a printed invoice. Azure AI Document Intelligence extracts all line items, rates, quantities, and GST data. For complex layouts, Claude Vision provides a fallback. Extracted items are matched against your product master with confidence scoring.
Does the system learn from past invoices?
Yes. The system remembers each supplier's invoice layout, column positions, and naming conventions. Accuracy improves with every processed invoice — by the 3rd invoice from the same supplier, processing is nearly automatic.
Can it handle handwritten invoices?
Yes. The Claude Vision fallback is specifically designed for complex, handwritten, or unusual invoice layouts that standard OCR struggles with.
Does the Excel import work with any format?
Yes. You configure column mapping per supplier (one-time setup). The system remembers the mapping, so subsequent imports from the same supplier are one-click.
See AI Invoice Automation in Action
Book a demo to explore how AI Invoice Automation can transform your hospital operations.