Last updated: 28 April 2026

How EBTS reduces invoice workload by 25% with AI

EBTS, a Belgium-based provider of 24/7 European roadside assistance for trucks and commercial vehicles, struggled to manually process thousands of multilingual invoices each year. To address this inefficiency, EBTS partnered with ACA Group to implement an AI-powered invoice processing solution using automation and machine learning. This approach reduced manual workload, improved data accuracy, and accelerated invoice handling, enabling more efficient financial operations at scale.

Challenge

Manual invoice processing across 16 languages created delays, errors, and heavy workload for EBTS’s 24/7 operations.

Solution

A fast, low-disruption rollout using AI as a backend add-on, combined with historical translations and LLMs for accuracy.

Approach

AI-powered system for automated translation, smart data extraction, and built-in validation, integrated into existing workflows.

Result

25% workload reduction, faster processing, improved accuracy, and ROI expected within one year.

Project overview

Together with EBTS, ACA Group built an innovative solution that simplifies invoicing from start to finish:

AI-powered translation: Automatically translates invoices into English and then into the client’s language
Smart data extraction: AI picks out key details like quantities and amounts while ignoring irrelevant info.
Automated accuracy checks: Ensures correct amounts and currencies through built-in verification.
Smooth backend integration: Works as an add-on to EBTS’s existing setup, minimizing disruption to EBTS’s existing systems.
Time and cost savings: The system takes 25% of the workload off a full-time employee’s plate and is expected to pay for itself within a year.

EBTS's 24/7 call center handles a high volume of roadside assistance calls across Europe.

"We essentially provide emergency roadside services for trucks," states Charles Vanmarsenille, Sales and Network Director at EBTS. "When a truck driver experiences a breakdown, we help them find the nearest garage and coordinate the entire process, including invoice handling and communication with both the customer and the driver, in 16 different languages," explains Charles Vanmarsenille, Sales and Network Director at EBTS.

However, the manual invoice processing system was becoming a major bottleneck. "We relied on tools like Google Translate, which was time-consuming and prone to errors," Charles adds. Recognizing the need for automation, EBTS set out to transform its invoicing process.

ACA Group built a custom AI system, using Microsoft Azure and advanced AI models to automate translations and analyze invoice data. "The AI extracts key data and eliminates irrelevant information, which saves us an enormous amount of time," Charles notes.

"The solution functions as an add-on in our backend, without requiring us to change our existing systems", Charles explains. This made the implementation quick and straightforward, allowing the team to continue working with the technology they were already familiar with.

ACA delivered the project in just 22 days, even though 28 to 39 workdays were initially estimated. "That was a pleasant surprise", says Charles. "The solution was delivered faster than expected and within our budget."

Smart use of Large Language Models (LLM’s)

The invoices requiring translation are often technical and complex, containing industry-specific jargon from nearly all European languages, which can make their interpretation difficult. To ensure high-quality translations, ACA used a smart setup with LLM’s.

“We primarily rely on historical translations that have already been done”, says Alexander Frimout, Lead AI Innovation at ACA Group. “If a technical term was previously translated in a specific way by EBTS experts, we preserve that translation. When no historical translation exists, we utilize Large Language Models like ChatGPT to provide an accurate translation.”

“These language models are highly effective translation tools, far more powerful than solutions like Google Translate”, Alexander explains. “By combining them with EBTS’s expertise, we have created a system that is both highly accurate and consistent.”

In just two months, EBTS achieved a 25% reduction in workload for their invoice processing team. "Our employees are now free from repetitive tasks and can concentrate on higher-value activities," Charles says. "We estimate that by the end of 2024, we will have saved the equivalent of one full-time employee." Furthermore, the solution is on track to deliver a full return on investment within one year.

Charles Vanmarsenille

Sales and Network Director

"In just two months, EBTS achieved a 25% reduction in workload for their invoice processing team. "Our employees are now free from repetitive tasks and can concentrate on higher-value activities," Charles says. "We estimate that by the end of 2024, we will have saved the equivalent of one full-time employee." Furthermore, the solution is on track to deliver a full return on investment within one year."

Charles VanmarsenilleSales and Network Director

Future

Building on the success of this project, EBTS and ACA Group are now exploring further AI enhancements, including improved UI/UX and additional automated checks. "We have ideas for implementing additional checks, such as identifying unauthorized expenses," Charles reveals. "The potential for further AI integration is significant."

"We highly value the open communication and excellent support from ACA Group," Charles concludes. "The solution delivers substantial time and cost savings, and the ROI is very fast. We look forward to continued innovation with ACA."

Let's work together!

Interested in finding out more about AI for your business?

Contact our AI Expert Alexander Frimout

Message us

Let's work together!

Interested in finding out more about AI for your business?

Contact our AI Expert Alexander Frimout

Message us

Let's work together!

Interested in finding out more about AI for your business?

Contact our AI Expert Alexander Frimout

Message us

Let's work together!

Interested in finding out more about AI for your business?

Contact our AI Expert Alexander Frimout

Message us

Goodbye, paper maze! We developed the Gebouwenpas, a single digital platform that brings together all real estate data

The Flemish government (public sector) faced fragmented real estate data spread across multiple agencies, making it difficult for citizens and stakeholders to access certificates, permits, and reports. ACA Group developed the Gebouwenpas, a scalable digital platform built on Liferay DXP with Spring Boot and Angular, centralising all building data into a single digital passport. Using an agile Scrum and Kanban approach, the solution delivers clear insights, secure access, and a future-proof system for both residential and non-residential properties.

Getting more out of Jira data: how I am ten gains better insights with JirAlytics

I am ten, a marketing agency working with diverse project types such as retainers and time-based assignments, struggled to turn fragmented Jira data into actionable management insights. ACA Group implemented JirAlytics, a data platform built on top of Jira that integrates with tools like Power BI to centralise reporting on billability, budgets, and timesheets. This resulted in a scalable, centralised reporting environment, enabling management to monitor performance and make faster, data-driven decisions across all projects.

OVAM accelerates digitalization with Low-Code: fast, efficient, and cost-saving

OVAM, the Public Waste Agency of Flanders, faced operational inefficiencies due to legacy IT systems and manual processes in case management and field operations. ACA Group implemented multiple applications using OutSystems low-code technology, including a web-based case management system, a mobile inspection app, and an asbestos cost calculation tool. This approach automated workflows, improved data accuracy, and reduced administrative effort, enabling faster processes, scalable digital solutions, and cost-efficient digital transformation across the organization.

Mijn Stadsapp: +20 municipalities in 1 mobile app

Smart Region Limburg (s-Lim), a collaboration of local governments, needed to reduce fragmentation in municipal communication and services across multiple municipalities. ACA Group developed Mijn Stadsapp, a cross-platform mobile application built with React Native that integrates data from various sources such as municipal websites, event platforms, and utility services. This solution centralizes local information and services in one app, improving citizen engagement and accessibility, and achieved rapid adoption with over 20,000 downloads in the first month.

A Data Mesh Journey from Strategy to Implementation at a Belgian major bank.

A major Belgian bank needed to modernize its data management strategy to overcome limitations of centralized data architectures and enable scalable, domain-driven data usage. ACA Group guided the transition to a Data Mesh approach, combining strategic consulting, stakeholder alignment, and hands-on implementation of a self-service data platform using technologies such as Kubernetes. This resulted in a validated data product model, improved data ownership, and a scalable architecture that accelerates data-driven innovation and governance across the organization.

How our onboarding platform gives new colleagues a flying start. (And saves HR a lot of time)

ACA Group, an international technology consultancy, faced fragmented onboarding processes across multiple offices, tools, and business units, creating inefficiencies for HR and inconsistent employee experiences. To address this, ACA Group developed N-ACA, a custom onboarding platform built with OutSystems low-code technology. The platform centralizes onboarding content, enables progress tracking, and standardizes workflows. This solution improved onboarding quality, reduced administrative workload for HR, and accelerated time-to-productivity for new employees.

How EBTS reduces invoice workload by 25% with AI

Challenge

Solution

Approach

Result

About EBTS

Project overview

Take a look at EBTS

Challenge

Manual invoice processing & language barriers in finance

Solution

A custom AI system with advanced AI models

Smart use of Large Language Models (LLM’s)

Future

Interested in finding out more about AI for your business?

Interested in finding out more about AI for your business?

Interested in finding out more about AI for your business?

Interested in finding out more about AI for your business?

Related cases

Goodbye, paper maze! We developed the Gebouwenpas, a single digital platform that brings together all real estate data

Getting more out of Jira data: how I am ten gains better insights with JirAlytics

OVAM accelerates digitalization with Low-Code: fast, efficient, and cost-saving

Mijn Stadsapp: +20 municipalities in 1 mobile app

A Data Mesh Journey from Strategy to Implementation at a Belgian major bank.

How our onboarding platform gives new colleagues a flying start. (And saves HR a lot of time)

Goodbye, paper maze! We developed the Gebouwenpas, a single digital platform that brings together all real estate data

Getting more out of Jira data: how I am ten gains better insights with JirAlytics

OVAM accelerates digitalization with Low-Code: fast, efficient, and cost-saving

Mijn Stadsapp: +20 municipalities in 1 mobile app

A Data Mesh Journey from Strategy to Implementation at a Belgian major bank.

How our onboarding platform gives new colleagues a flying start. (And saves HR a lot of time)

Share this case with your team members!