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Invoice processing with AI saves euros per invoice

27 April 2026

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John Schouten, Director Product Management

Across many finance departments, workloads are high. Technology makes it possible to get more work done. With this in mind, ISPnext introduced a new dimension to its Source-to-Pay platform in 2025: the ‘nextAI’ tool. Its application is now rapidly expanding. What started as automated invoice recognition has evolved into fully automated, touchless processes.

“nextAI was initially developed to automatically extract invoice data from PDFs and scanned documents,” says John Schouten, Director of Product Management at ISPnext. The tool eliminates the need for manual data entry, resulting in faster processing and fewer errors, which in turn reduces the need for corrections and checks.

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Savings per invoice

Schouten can translate the time and cost savings (primarily labour costs) into concrete figures. “On average, processing an invoice costs over ten euros per invoice. Invoice recognition with nextAI is successful in more than 90% of cases. In practice, we see savings of at least two euros per invoice, and in some cases up to six euros per invoice. Considering that we process tens of millions of invoices annually, the potential savings are substantial.” 

Three steps in invoice processing

Invoice processing can be divided into three stages: (1) receipt and recognition, (2) matching and coding, and (3) processing within the ERP system. “For the first stage, we have a central set of prompts available, which recognise 99% of all invoice headers and line items. In some cases, additional customer-specific prompts are required.”

The second stage focuses primarily on coding invoice elements, assigning them to cost centres, and communication with suppliers. “The correct coding is determined using algorithms based on historical data as well as the data on the invoice itself,” Schouten explains. “At some customers, more than 80% of invoices are now processed fully touchless.”

John Schouten ISPnext
“In practice, we’ve found that the saving is at least two euros per invoice, and in some cases as much as six euros per invoice.”

- John Schouten, Director Product Management | ISPnext

Reading quotes and contracts

ISPnext is now also applying its AI agents to the extraction of data from quotes and contracts. “We invested significant development time in nextAI for AP automation,” Schouten explains. “Adapting the prompts for quotes and contracts was therefore relatively straightforward.”

All data points in a quote (such as supplier, document number, and amount) are converted by nextAI into a purchase order. The same applies to contracts, which can sometimes be up to 80 pages long. The tool can generate a summary of the contract and convert the relevant elements into a purchase order. “You only need to review and approve it. The system also indicates where the contract deviates from your purchasing terms, and in the case of contract renewals, it highlights the differences compared to the previous contract. This saves a significant number of working hours.”

Security above all

Users of ISPnext’s Source-to-Pay platform can define the parameters within which the system may operate autonomously. “We provide full transparency into how decisions made by nextAI are reached,” says Schouten.

The AI tool also supports fraud detection. “Our software recognises patterns and anomalies. In addition, invoices can be automatically linked to contracts and purchase orders.”

He emphasises that nextAI has been developed in-house and operates exclusively within the ISPnext platform. “Security always comes first. For us, security is more important than adding extra features. To process documents in all languages, we use LLM models, such as those from OpenAI. However, customer data is not used to train these models. There is no exchange of data with third parties. Our platform operates fully within EU data boundaries. To reinforce this governance, we are working towards ISO 42001 certification for nextAI.”

AI is not a silver bullet

In conclusion, Schouten places the use of AI within the broader context of the Source-to-Pay process. “AI delivers significant benefits, without question. However, real value is created when AI is embedded within a well-structured process. It is a powerful tool for achieving scale, speed and control, while data quality and collaboration within the organisation and with partners across the supply chain remain critical.

A smooth Source-to-Pay process goes beyond financial administration alone. It starts earlier in the process, for example with supplier onboarding and vendor management, as well as working with contracts and purchase orders. By structuring these steps in a consistent and digital way, an end-to-end process is created that can be optimally supported and continuously improved through technology. This requires strong collaboration with colleagues and solid partnerships with suppliers, who equally benefit from fast and predictable invoice processing.”

Schouten describes invoice processing as the final stage. “It is the financial completion of the entire procurement process. Everything that is not properly organised in the earlier stages will ultimately surface on the invoice. That is why our role is increasingly shifting towards advising on improvements across the entire Source-to-Pay process. Together with our customers, we identify where optimisation is possible within the end-to-end process and how technology can contribute to structural improvements.”

Whitepaper: Smarter invoice processing with nextAI

More and more companies are transitioning to e-invoicing, but the process is progressing slowly. In the meantime, many finance departments are overwhelmed by the large volume of invoices in various formats such as PDFs, scans and emails.

With nextAI, you no longer need to process these manually. This smart add-on for AP Automation automatically extracts invoice data, checks it and converts it directly into a clear and usable format. Download now!
Mockup_Preview_Whitepaper_NextAI in AP Automation (ENG)
John Schouten ISPnext

About the author

John Schouten

Director Product Management

John Schouten is a leading expert in Business Spend Management with over 15 years of experience. As Director of Product Management at ISPnext, he leads the product strategy, roadmap and execution of our innovative cloud-based BSM platform. With his vision on innovation and efficiency, John helps organisations not only transform their financial and procurement processes, but also embed risk management within their operations.