How a Fuel Importer Integrated AI to Automate Invoice Processing
UNTK is one of the largest fuel importers in Ukraine.
- Duration3 months
- Team4 engineers
- CompanyFuel Importer
- IndustryFuel & Energy
Project Goal
The client’s finance team was spending four hours a day trying to keep up with invoice management, which was the bottleneck that restrained the business's growth. They had to process invoices sent by email, identify and validate them, and manually enter the information into multiple registers. UNTK reached out to ApexTech to develop an AI-powered automation system that could immediately extract and organize data, distributing it across different registers, eliminating these low-value tasks and reducing the risk of mistakes.
The Challenge
The company has a broad range of service providers, like fuel delivery, car rentals, office needs, telecom, and real estate. Each one sends invoices separately, often without a consistent structure.
Everything came through email, some as clean PDFs, others as blurry phone pictures. Moreover, the same inbox received contracts, claims, inspection reports, and random duplicates.
Accountants had to sort through incoming emails, identify the type of each file, and manually record the relevant details in Google Sheets. Transport expenses came in one register, office-related payments in another.
Just keeping things organized took over 4 hours a day per person. They had no standard process but plenty of back-and-forth and room for human error.
Our Solution
We combined AI, automation, and validation logic into one smart pipeline. It scans the inbox, filters out poor-quality files, and sends valid documents to an AI model trained to recognize invoice types and extract the data that matters. Everything gets sorted, recorded, and stored with minimal human input and maximum accuracy.
How It Works Now Being Automated by AI
Inbox Scan & Filter
Every two hours, an AWS Lambda function scans the inbox and pulls in new files. It instantly filters out low-quality or irrelevant documents based on format, orientation, and clarity. Only clean, usable files go through.
AI Document Classification
Following a custom prompt, valid documents are sent to Claude. Claude identifies whether it’s an invoice, determines the type (transport or admin), and extracts the relevant data into structured JSON.
Data Extraction by Invoice Type
For transport invoices, that means vehicle numbers, fuel type, delivery points, and volume. For admin ones — provider name, service description, amount, and due date.
Instant Record & Archive
Everything is logged automatically into the right Google Sheets register and saved to Google Drive for easy access and recordkeeping.
Business Impact
01
90% Less Manual Work
With AI automation, the Finance team processes invoices in under 30 minutes, instead of 4+ hours. This means saving up to 75 hours or two full work weeks extra, which are now spent doing higher-value assignments.
02
100% Error-Free Performance
The AI accurately extracts and records every relevant invoice detail, minimizing the risk of manual errors and payment delay, plus accelerating overall cash flow management.
03
Instant Visibility & Organized Records
Invoices are auto-tagged, categorized, and archived in shared folders, so the finance team always knows what’s paid, what’s pending, and where to find any file.
04
Smooth Operations 24/7
The system runs on autopilot. Being powered by Google Apps Script, AWS Lambda, and Google Drive, it auto-classifies, extracts, logs, and archives every invoice smoothly.
Technologies Used
Cloud Infrastructure & Automation
AWS Lambda
Google Apps Script
Document Processing & AI
Claude
Data Storage & Organization
Google Drive
Google Sheets
Validation & Filtering
Custom Business Logic
Preprocessing Script
Arthur Slobozhaninov
CEO of UNTK
ApexTech successfully completed the project within the designated timeframe, allowing the client to save time on recognizing all incoming emails. The team provided excellent support throughout the engagement and communicated effectively via virtual meetings, emails, and messages.
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