Automating Reimbursement Validation with Intelligent AI Analysis
A powerful AI-driven invoice validation system designed for Naga Mills, streamlining the reimbursement approval process by automatically analyzing uploaded bills, validating key details, and enforcing employee-specific thresholds—significantly reducing manual verification time and operational load.
Project Overview
Naga Mills, a leading FMCG manufacturer, manages hundreds of employee reimbursement claims every day. Traditionally, the process required a dedicated team of over 40 members to manually verify each invoice—checking the bill type, amount, tax details, and employee thresholds. This approach was time-consuming, error-prone, and highly dependent on human oversight.
To solve this, Noukha Technologies developed a smart AI Invoice Analyzer, an automation system powered by advanced AI models that intelligently validate every submitted claim in real time. The solution ensures that each invoice is cross-verified against company policies and employee limits before approval, reducing turnaround time and ensuring compliance.
Client Profile: Naga Mills
- Industry: FMCG Production
- Service Area: Employee Claim & Reimbursement Management
- Team Size Affected: 40+ Manual Validators
- Location: India
The Challenge: Manual Claim Validation Bottlenecks
Before implementing the AI solution, Naga Mills faced several critical challenges that impacted their reimbursement workflow:
Key Problems Identified:
- Manual Claim Validation: Each invoice was reviewed manually, consuming hours of collective time every week.
- High Human Dependency: With over 40 staff dedicated to the process, delays and inconsistencies were common.
- Lack of Scalability: As claim volumes grew, manual processes struggled to keep pace.
- Delayed Approvals: Employees often faced long waiting times for claim clearance, leading to reduced satisfaction and efficiency.
Our AI Solution: Automated Invoice Validation
Noukha Technologies designed and implemented an AI-driven validation system that replaces manual review with intelligent automation—capable of analyzing invoice details instantly and routing them appropriately based on threshold rules.
How It Works:
Invoice Upload:
Employees upload their claim or reimbursement invoice through the company’s internal portal.
AI Validation:
Capacitated Vehicle Routing Problem.
VRPTW:
The system uses the Gemini Flash 2.5 LLM to analyze the invoice image. It identifies whether the bill is computer-generated or handwritten and extracts details like date, amount, vendor name, and tax information.
Threshold Check:
Each invoice is cross-verified with the employee’s assigned claim threshold. If the bill amount exceeds the limit, it is automatically escalated to the respective higher authority for review.
Real-Time Decision:
Based on predefined logic, the AI tool classifies the claim as valid, requires review, or rejected—all within seconds.
Technology Stack
The solution leverages cutting-edge AI infrastructure to ensure accuracy, scalability, and seamless performance:
Gemini 2.5 Flash (LLM):
Powers intelligent document understanding, data extraction, and contextual validation for invoices.
Vertex AI:
Manages model training, deployment, and real-time inference at enterprise scale, ensuring consistent performance.
Key Benefits Delivered
Instant Validation
Reduced invoice verification time from hours to seconds.
AI-Powered Accuracy
Identifies handwritten vs. computer-generated bills and validates key financial data automatically.
Automated Escalation
Bills exceeding threshold limits are auto-routed to the appropriate approving official.
Reduced Workload
Freed up over 80% of the manual validation team’s time for strategic work.
Scalable Workflow
System can handle hundreds of claims simultaneously with no additional manpower.
Improved Compliance
Ensures every reimbursement follows company rules and threshold policies.
Results & Impact
The implementation of the AI Invoice Analyzer transformed Naga Mills’ reimbursement workflow:
Conclusion
The collaboration between Noukha Technologies and Naga Mills redefined how traditional reimbursement validation operates in large-scale organizations. By integrating intelligent AI-driven invoice analysis, the system now ensures real-time accuracy, transparency, and compliance—without manual dependency.
This project demonstrates how AI automation can streamline finance operations, improve employee satisfaction, and drive measurable efficiency gains in high-volume enterprise environments.
Ready to Optimize Your Delivery Operations?
Let's discuss how we can help you implement custom routing solutions that transform your logistics operations and drive business growth.