How EBTS reduces invoice workload by 25% with AI

EBTS, a Hasselt-based company specializing in 24/7 European roadside assistance for trucks and commercial vehicles, has taken a big step forward in efficiency. Facing the challenge of manual invoice processing, multilingual invoice management, and time-consuming translations, EBTS teamed up with ACA Group to implement AI-powered invoice automation.

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.

The Challenge: Manual invoice processing & language barriers in finance

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.

The solution

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.
— Vanmarsenille Charles, Sales and Network Director at EBTS

Vanmarsenille Charles - Sales 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."

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