Accounting firm handling 10,000 invoice pages monthly at $3,200/month labor cost. Self-hosted n8n system delivered: 99% cost reduction ($20/month total), 98% accuracy on handwritten invoices, sub-1-minute processing time, 70+ field extraction, replaced 2 FTEs with 1 oversight role (7 hours weekly).
My client, an accounting firm handling 10,000 invoice pages monthly, was spending $3,200/month on manual data entry with two full-time employees in Paraguay at $10/hour each. Even with geographic wage arbitrage, labor remained the dominant cost, and the process couldn't scale without linear headcount increases.
Eliminate the labor cost bottleneck in invoice processing while maintaining accuracy and enabling 10x volume growth without proportional headcount increases. The firm wanted to scale their accounting services business without the geographic arbitrage dependency that still kept labor as their largest operational expense.
We built a self-hosted invoice processing system using n8n for workflow orchestration, Azure Document Intelligence for OCR extraction, and GPT-4o mini for intelligent field parsing. The system monitors a Google Drive folder, processes incoming invoices automatically, extracts 70+ data fields, and outputs formatted data directly to Google Sheets with automatic error flagging. The entire workflow processes an invoice in under 60 seconds from drop to export.
Google Drive trigger monitors a designated folder. Client drops invoices in batches - sometimes 50 invoices in a single PDF. The system handles multi-page documents automatically, maintaining context across pages and processing them as a set.
Azure Document Intelligence standard model processes each page. This isn't basic text extraction - it's understanding document structure, identifying fields, handling handwritten amounts. The system waits for OCR completion before moving forward. Cost runs $5 monthly for 10,000 pages processed.
GPT-4o mini receives the OCR output with a structured prompt defining all 70+ required fields. The model extracts vendor details, line items, tax calculations, payment terms - everything accounting software needs. The prompt includes explicit constraints so the model doesn't hallucinate data when a field is missing. Cost averages $15 monthly for 10,000 invoices at current token pricing.
Validation rules check for duplicate invoice numbers, out-of-range amounts, missing required fields. Flagged invoices route to human review. Clean data exports directly to Google Sheets with proper formatting - numbers as numbers, dates as dates, text as text. The accounting software ingests this directly and flags any anomalies automatically.
Self-hosted workflow automation platform. Zero platform fees, complete control over execution environment.
Enterprise OCR with handwritten text recognition. $5/month for 10,000 pages processed.
Intelligent field parsing with structured output. $15/month for 10,000 invoices processed.
Drive for invoice intake monitoring, Sheets for formatted data output with automatic type conversion.
Usage-based billing integration. Charges client per page processed for fluctuating volumes.
If manual invoice processing is eating your margins or preventing you from scaling, we can build a custom system tailored to your volume, formats, and workflow. Book a free consultation to discuss your specific requirements.
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NLD
City-Play.nl
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Cosmopolitan Production Services
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Founder of Novatur Design
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DLH Media
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Lido.app
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Notis.ai
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Fiverr Client
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Head of Sales
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Founder of JB Consulting
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Founder of Opia Intimates
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Luca A.
CEO at Contrago Digital LTD
"Before working with King of Automation, handling documents attached to emails was a constant bottleneck for our team. We were stuck doing manual data entry that slowed everything down. Andrea’s team came in, understood the problem quickly, and built a custom AI solution that completely removed the need for manual work. What used to take hours now happens automatically—and accurately. It’s been a huge lift for our workflow."
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Data Analyst at Amundi
"Working with Andrea was a very pleasant experience. He knows his material very well and does a great job communicating. Would recommend using him again if I ever need help with the project, Andrea was a great teacher as well."
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Account Executive at Odoo
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Tommaso B.
Founder of GhostCopEU
As a Business Analyst at Deloitte, working with King of Automation made a huge difference. Their AI solution helped us quickly analyze research papers in PDF format, saving us hours of manual work. It was accurate, fast, and tailored to our needs. Andrea and his team were responsive and easy to work with. Highly recommended if you deal with heavy document analysis.
Simone S.
Business Analyst at Deloitte
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