Finance reconciliation automation
Domestic Invoice Data Preparation
Read customer email attachments, standardize Excel reconciliation data, verify SAP shipments, and archive invoice documents for final finance approval.
Solution overview
This case centers on preparing domestic customer invoicing data. ClawX automatically reads customer emails and Excel attachments, standardizes reconciliation data, verifies SAP shipment data, matches Buyer information, and outputs a discrepancy list.
The goal is not to replace invoicing in the finance system, but to automate the data preparation, verification, and archiving that precede invoicing. Finance personnel still review and complete the final invoicing action.
- Business scenario
- Domestic customer invoicing, delivery-data verification, Buyer information confirmation, and invoice-data preparation.
- System entry points
- Corporate email + Excel + SAP + PDF.
- Current workload
- 2–5 finance specialists process hundreds of delivery and invoicing records each day.
- Execution cycle
- Multiple batches every day.
- Outcome after adoption
- Email attachments are read automatically, Excel workbooks are consolidated, SAP data is verified, and invoice data is prepared; people review only discrepant data.
Acceptance criteria
| Before | After | |
|---|---|---|
| Email automation rate | Open each email and download its attachments manually | Automatically retrieve customer emails and attachments, reducing manual downloads. |
| Excel preparation automation rate | Copy, filter, consolidate, and standardize fields manually | Automatically consolidate multiple workbooks, standardize fields, and clean data. |
| SAP data verification automation rate | Look up SAP shipment and Buyer information manually | Automatically match Buyer, delivery, and invoicing-related data. |
| Invoice-data preparation efficiency | Prepare invoice fields and supporting materials manually | Produce a standardized invoice-data list for finance personnel to review before invoicing. |
| Reduction in repetitive manual preparation | Repeatedly process email, Excel, SAP, and PDF materials | ClawX completes repetitive preparation actions in batches. |
Customer background and business challenge
Enterprise type
Large electronics manufacturing enterprise (EMS) with frequent domestic customer deliveries and invoicing and a high volume of reconciliation data.
Business department
Finance, responsible for domestic customer reconciliation, invoice-data preparation, and invoice issuance.
Knowledge sources
Finance invoicing SOPs, SAP shipment data, Buyer mappings, and customer invoice templates.
Current pain point
Customers send Excel reconciliation files by email, and their formats vary; reconciliation data must be converted to a standard format before verification; Buyer information must be checked item by item against SAP data; multiple Excel workbooks require repeated consolidation, filtering, and verification; and PDF archiving is highly repetitive.
Implementation panorama
Before · SOP
- 1Receive customer emails
- 2Download Excel attachments
- 3Prepare reconciliation data
- 4Export SAP data
- 5Look up Buyer information
- 6Consolidate and verify workbooks manually
- 7Prepare discrepancies
- 8Prepare invoice data
- 9Issue invoices in the finance system
- 10Archive PDFs
After · SOP
- 1ClawX reads emails
- 2Download Excel attachments automatically
- 3Prepare reconciliation data automatically
- 4Read SAP data automatically
- 5Match Buyer information automatically
- 6Consolidate and verify workbooks automatically
- 7Identify discrepancies automatically
- 8Output an invoice-data list
- 9A person reviews and issues the invoice
- 10Archive PDFs automatically
Real-world workflow
Read emails
Automatically retrieve customer emails and Excel attachments.
Prepare Excel
Standardize fields, clean data, and consolidate workbooks.
Verify against SAP
Verify Buyer information, delivery quantities, and shipment records.
Identify discrepancies
Output a discrepancy list for finance personnel to review.
Archive materials
Prepare invoice data and archive Excel and PDF files.
Implementation results and value data
| Before | After | |
|---|---|---|
| Invoice-data preparation time | 2–3 hours per batch | 30–50 minutes per batch |
| Excel consolidation | Handled manually | Completed automatically |
| Buyer lookup | Look up in SAP manually | Matched automatically |
| Data verification | Check item by item manually | Compare automatically and identify discrepancies |
| Archive completeness | Email, Excel, and PDF files stored separately | Complete business materials archived automatically |
| New-hire training cycle | 2–3 weeks | 5–7 days |
| Discrepancy-review efficiency | Review the full dataset manually | Focus review on anomalous data |
Before-and-after comparison
Before
Every day, finance personnel receive Excel reconciliation files from customers. After downloading the attachments and preparing the data, they export SAP shipment records and verify Buyer information and delivery records item by item. Once everything is confirmed, they prepare invoice data, issue the invoice in the finance system, and archive the related Excel and PDF files separately.
The entire process spans email, Excel, and SAP, with many repetitive operations.
After
ClawX automatically reads customer emails and Excel attachments, prepares the data, and retrieves SAP data to verify Buyer information, delivery quantities, and related invoicing information. The system automatically generates a discrepancy list and standardized invoice data. Finance personnel only need to review anomalous data before issuing the invoice, while Excel and PDF files are archived automatically.
Delivered value
Automated email processing
Automatically retrieve customer emails and attachments
Intelligent Excel preparation
Automatically consolidate workbooks, standardize fields, and clean data
Automated SAP verification
Automatically match Buyer, delivery, and invoicing data
Invoice-data preparation
Produce a standardized pre-invoice data list
Business-material archiving
Retain email, Excel, and PDF records across the full process
More enterprise scenarios
More enterprise scenarios
Customs Document Reconciliation
Process carrier emails, extract invoices and waybills, reconcile fields with SAP, and draft exception emails for human approval.
View scenarioManufacturing & ITProduction Line Anomaly Monitoring
ClawX continuously collects equipment, sensor, and MES logs, detects abnormal trends, and delivers alerts plus daily and weekly reports.
View scenarioManufacturing & ITIntelligent IT Operations Assistant
Connect WeCom, Dify, ClawX, MES, and runbook systems to answer routine questions, recognize MES errors, and execute approved standard recovery workflows.
View scenarioHave a similar workflow?
ClawX turns existing SOPs, spreadsheets, business systems, and human approvals into a controlled AI workflow.