From manual bottlenecks to intelligent automation

For years, our accounts payable process followed the same familiar pattern: invoices arrived by email, finance team members manually uploaded them to document management systems, validated every detail by hand, and spent valuable time drafting emails to suppliers when issues arose. Each invoice could consume 10-15 minutes, and getting insights from our ERP system meant navigating through multiple screens and filters – a process that could take an hour for complex queries.

Our team knew there had to be a better way. And as a Microsoft partner specializing in AI solutions, we had the expertise to build it.

Building the solution, our way

This wasn’t about hiring external consultants or buying an off-the-shelf solution. Our innovation team and finance department worked side by side to create something purpose-built for our needs-a system that would genuinely transform daily operations while showcasing what’s possible with modern AI.

This journey focused on:

• Establishing intelligent automation: Our team built an AI-powered Finance Agent that automatically processes invoices from the moment they arrive in the inbox – extracting data, validating compliance, and flagging issues without human intervention.
• Cross-functional collaboration: Finance team members brought deep expertise in compliance requirements and supplier relationships, while our AI specialists introduced cutting-edge capabilities with Azure AI, automation patterns, and cloud-native architecture. The exchange of knowledge made both teams stronger.
• Creating human-centered AI: Every design decision kept people at the center. The AI handles repetitive validation work, but humans review, approve, and make final decisions. This approach built trust from day one and became a model for how we approach client projects.

Going through real-world challenges

This wasn’t a textbook implementation-it was a journey of discovery, problem-solving, and continuous improvement. The team:

• Refined data quality head-on: When supplier records showed inconsistencies, we didn’t just fix the symptoms – we addressed root causes and established better data governance practices that benefit the entire organization.
• Refined AI prompts iteratively: The Azure OpenAI-powered email generation started good and became excellent through real-world feedback. We empowered our finance team to adjust the AI’s tone and content themselves, without waiting for IT support.
• Built for real business needs: Every feature emerged from actual pain points. When our finance team said “we spend too much time searching Exact Online for transaction details,” our developers integrated a conversational Copilot interface. Now, getting answers is as simple as asking a question.
• Celebrated small wins: From the first automatically processed invoice to the first AI-generated supplier email that was sent without edits, every milestone reinforced that this transformation was working – and worth sharing with our clients.

The results: time, quality and empowerement

The impact has been tangible and immediate:

• 10-15 hours save weekly for a team processing 50 invoices per week
• Invoice processing time reduced from 10-15 minutes to 2-3 minutes
• Information retrieval transformed from 15-30 minutes to 30 seconds via conversational AI
• 3x faster approval cycles from submission to completion

But the numbers only tell part of the story. Our finance team members report feeling more empowered, more strategic, and more engaged. Instead of data entry, they’re focusing on supplier relationships and process improvements. Instead of hunting for information, they’re analyzing trends and making recommendations.
Most importantly: We’re now using our own system as a proof point when talking to clients about AI transformation. There’s no better way to demonstrate what’s possible than showing what we’ve built for ourselves.

A platform that evolves

Built on Microsoft Azure with AI Document Intelligence, Azure OpenAI, and seamless integration with Exact Online, the Finance Agent is more than a tool – it’s a platform that continues to grow.

Current capabilities:

• Automatic email-triggered invoice processing
• AI-powered data extraction and compliance validation
• Intelligent email drafting for supplier communications
• Conversational analytics via Microsoft Copilot
• Real-time transaction data sync and analysis

Whats coming next:

• Predictive cash flow analytics using historical patterns
• Anomaly detection for unusual invoices
• Multi-language invoice processing for international suppliers
• Mobile approval workflows for on-the-go decision-making

Every enhancement is driven by real business needs, tested with real invoices, and refined based on real feedback from our own team.

From internal innovation to client value

What began as an accounts payable automation project has evolved into something more meaningful: a showcase of what’s possible when you combine deep Microsoft expertise with real-world business challenges.

What we learned:

• Technical Knowledge: Building this system deepened our expertise in Azure AI Document Intelligence, Azure OpenAI integration, Power Automate orchestration, and Copilot extensibility. Every challenge we solved made us better consultants for our clients.
• Business Insight: Our team gained deep understanding of finance operations, compliance requirements, and the real-world constraints of invoice processing. This knowledge makes every client engagement stronger and more relevant.
• Change Management: We experienced firsthand how to introduce AI to a team, build trust, and ensure adoption. The lessons learned now guide how we approach client transformations.
• Proof of Concept: When clients ask “does this really work?”, we can show them our own Finance Agent in action. There’s no substitute for real-world proof.

Looking ahead: From accounts payable to enterprise AI

With our Finance Agent proving its value daily, we’re exploring broader applications – both internally and for client projects:

• Accounts Receivable Automation: Applying the same AI-powered approach to incoming payments and customer invoicing
• Expense Management: Automating employee expense report validation and approval
• Contract Intelligence: Using AI to extract key terms, dates, and obligations from supplier contracts
• Cross-Functional Copilot: Extending the conversational analytics interface to procurement, operations, and executive teams

More than technology – Leading by example

This internal innovation project is more than an automation success story; it’s a demonstration of how Rapid Circle approaches every challenge: with deep technical expertise, user-centered design, and a commitment to practical, impactful solutions.

By building and using our own Finance Agent, we’ve proven that AI transformation doesn’t have to be complex, risky, or disruptive. It can be iterative, empowering, and immediately valuable. The Finance Agent represents a new way of working: one where AI handles the tedious tasks, humans focus on judgment and relationships, and everyone benefits from faster, smarter, better operations.

And now we’re ready to help you build yours.

What this means for your organization

If you’re facing similar challenges with manual invoice processing, slow information retrieval, or time-consuming compliance checks, we’ve been where you are. We’ve solved these problems for ourselves, and we can help you solve them too.

What we bring to your project:

• Proven architecture: We know what works because we’ve built it and use it daily
• Real-world experience: We understand the pain points, edge cases, and change management challenges
• Microsoft expertise: Deep knowledge of Azure AI, Power Platform, and enterprise integration
• Human-centered approach: Technology that empowers people, not replaces them
• Iterative methodology: Start small, prove value, scale confidently

Ready to transform your finance operations with AI? Discover how intelligent automation can remove bottlenecks, empower your teams, and create real, measurable impact. Let’s explore what a Finance Agent could look like for your organization.

Start your AI transformation conversation today by contacting us through the button below.