Case Study: Transforming Document Processing Across Four Companies with AI

A large food and pharmaceutical group processed over 100,000 documents each month across four independent subsidiaries. The document landscape spanned domestic and foreign invoices from an international supplier base, dispatch notes and archival documentation, all flowing through a single capture platform that served as the backbone of financial operations across the entire group. 

For an organisation of this scale, document processing directly affects accounts payable cycles, supplier relationships and compliance obligations at every entity. When the platform handling all of this started showing its age, the question was not just how to fix one company’s document workflow. It was how to modernize an entire group at once, without disrupting operations at any of them. 

The Problem 

The legacy OCR and validation system was struggling on multiple fronts: 

• Around 40% OCR accuracy on domestic and foreign invoices — critically below operational needs

• No automated extraction for Dispatch Notes — every document required full manual data entry 

• Scanning-only intake — no support for email or PDF-based invoice submission 

• Volume-based licensing — unpredictable costs that climbed year over year 

• Slow onboarding of new document types — 1 to 3 months per addition 

• Limited DMS integration — archival processes relied on manual intervention 

• High incident frequency with slow resolution times 

• No path to scaling across multiple subsidiaries 

In short, the platform was costing more, delivering less, and blocking the entire group from moving forward. 

The Solution: AI‑Driven CapturePoint 

ASEE implemented CapturePoint as a full replacement for the existing platform, covering the complete document processing lifecycle across all four group entities. 

Before configuration began, the existing environment was mapped across every subsidiary, covering all active processes, document types and integration points. Each entity got a platform built precisely to its requirements from day one, with no operational continuity lost during the transition. The migration was also used as an opportunity to simplify, removing unnecessary steps and rebuilding each document workflow around what the business actually needed.

Rather than relying on rigid document templates, CapturePoint focuses on extracting business-relevant information, applying AI-driven OCR to printed and structured documents with a level of accuracy the organization had never seen before. 

Core improvements delivered: 

• OCR accuracy raised from ~40% to 95%+ for domestic and foreign invoices 

• Dispatch Notes processing fully automated — manual keying eliminated entirely 

• Multi-channel invoice intake introduced from scratch: scanning, email, and eInvoice 

• Automated archiving directly to the DMS 

• Exception-based validation — operators focus only on documents that actually need attention

• Faster onboarding of new document types and business processes 

• Unified platform deployment rolled out across all subsidiaries 

Thanks to ASEE’s domain expertise, the transition was completed smoothly and without any disruption to existing downstream systems. 

Results & Measurable Impact 

✅ Exceptional Accuracy 

• OCR accuracy for printed invoices reached 95%+ 

• Manual invoice corrections drastically reduced 

• Dispatch Notes processing fully automated 

• Classification and extraction stabilized across domestic and international suppliers 

✅ Significantly Faster Processing 

• Document processing times reduced from minutes to seconds 

• Email and eInvoice channels eliminated the scanning bottleneck entirely 

• Exception-based validation dramatically cut operator workload 

• New processes and document types onboarded in a fraction of the previous time 

✅ Operational Stability 

• Validators now act as controllers — focused on exceptions, not routine data entry 

• Incident frequency reduced from several per month to only a few per year 

• Technical issue resolution 30% faster 

• Real-time workflow monitoring across all entities 

• Simplified administration and greater day-to-day agility 

✅ Financial Predictability 

• No more volume-based overage fees 

• Lower, predictable total cost of ownership 

• Reduced manual labor and validation overhead 

• Faster invoice processing supports stronger financial operations and compliance 

✅ Built to Scale 

• Unified architecture deployed across all subsidiaries 

• Easily adapts to new document types and evolving business rules 

• Ready for straight-through processing and future automation initiatives 

• Continuously improvable as needs grow 

Why This Case Matters 

This project demonstrates what it looks like to successfully replace a legacy enterprise capture platform in a complex, multi-entity environment — delivering real, measurable improvements in accuracy, automation, operational stability, and cost control.

The organization now runs on a modern, AI-powered platform that scales with the business, eliminates manual bottlenecks, and reduces operational risk — without the fragility of the system it replaced.

Ready to Transform Your Document Operations? 

If your organization is dealing with aging capture infrastructure, rising costs, or manual processes that don’t scale — CapturePoint is built for exactly this kind of transformation.

👉 Get in touch to discover how to automate smarter, faster, and more cost-effectively — without compromising on quality.