Case
Mourik
Automations
Processing non-PO invoices automatically
Mourik is an infrastructure and industrial services provider with more than 2,100 employees. They are active in road and hydraulic engineering, industrial cleaning, construction projects and environmental technology.
For each of their operating companies, non-PO invoices (supplier invoices without a purchase order) ended up on the finance team's desk to be handled manually. Today, a robot processes those invoices fully automatically in Proactis, saving Mourik about 10 hours per week, for the current 5 suppliers alone.
In this case study, you'll read exactly how we approached it and how you can achieve the same result.
Automatically process non-PO invoices
The problem: every non-PO invoice took 15 minutes of manual work
Non-PO invoices are supplier invoices without a matching purchase order. Because there is no automatic link, someone had to review and book each invoice by hand.
In the invoice processing system Proactis, that looked like this:
- Open the invoice and download the accompanying PDF.
- Go through the PDF and pull out the relevant purchase lines.
- Create new booking lines in Proactis: enter the amount, VAT code, VAT percentage and, where needed, VAT as a separate line.
- Enter additional cost center codes based on the invoice content.
- Save the invoice and manually assign it to the right validator.
The result: with 5 to 10 invoices a day, this added up to about 10 hours of administrative work per week — for just 5 of their suppliers.
The solution: non-PO invoices processed automatically in Proactis
VionA built a robot that logs into Proactis every night, retrieves open non-PO invoices and handles them completely. The finance team no longer has to look at them in the morning.
- Overnight processing: The robot runs at 2:00, 3:00 and 4:00 a.m., so all open non-PO invoices are processed overnight.
- Targeted search: For each operating company and each supplier, the robot searches for draft invoices that still need approval.
- PDF extraction with AI: The robot downloads the PDF and sends it to an AI agent, which extracts the relevant invoice data — even when invoices look different for each supplier.
- Reference table lookup: Based on the filtered data, the robot retrieves the matching cost center codes and booking codes from an Excel Online file.
- Automatic entry in Proactis: The robot fills in every line: amount, VAT code, VAT percentage, separate VAT line and additional codes.
- Assignment to validator: Once everything is filled in, the robot assigns the invoice to the right validator and closes the process.
The results
- 10 hours saved per week: Each non-PO invoice used to take 15 minutes of manual work. With 5 to 10 invoices a day, that work disappears from the schedule completely.
- Scalable to more suppliers: The robot currently works for 5 suppliers. Every new supplier added delivers proportional time savings right away, without extra staff.
- 100% error-free processing: The AI reads invoice data consistently, regardless of the invoice layout. No typos, no wrong VAT codes, no forgotten lines.
Who is this relevant for?
From 4 hours of manual data entry per week, automation pays off.
That also applies to any organization that works with supplier invoices without a purchase order. Think of companies with multiple operating companies, multiple suppliers or a high invoice volume — but smaller organizations with dozens of non-PO invoices a month also quickly notice the manual work piling up.
Want to process non-PO invoices automatically too?
On average, the automation is live within 30 days and pays for itself within 7 months.
Within 30 minutes, we can show you how much time — and therefore money — automating administrative processes can save your team.
So schedule a call right away to see how much you can save.
