Grays Inc. automates high-volume invoices and purchase orders processing through an AI-driven IDP engine
Client
Impact Areas
Key Deliverables
The Story
As the premier importer and distributor of spirits, wines, and luxury goods in Mauritius, Grays Inc. Ltd manages a massive logistical network. With a portfolio that includes global icons and local heritage brands, the sheer volume of daily transactional paperwork—invoices, delivery notes, and purchase orders—became a significant operational hurdle.
Clavis Tech implemented a sophisticated Intelligent Document Processing (IDP) solution to digitize this ‘Paper Trail.’ By moving Grays from manual data entry to AI-automated extraction, we’ve streamlined their back-office, ensuring that their premium products move from port to shelf with unprecedented speed.
The Challenge
The primary challenge for Grays was transactional friction. Managing hundreds of suppliers—each with their own unique invoice formats, languages, and line-item complexities—required an army of manual data entry specialists.
The manual workflow was not only slow but carried a high risk of input errors. A single mistyped SKU or quantity in their ERP system could lead to inventory discrepancies, delayed payments, and strained supplier relationships. During peak holiday seasons, the document backlog grew exponentially, threatening the agility of their supply chain. Grays needed a scalable solution that could ‘read’ these diverse documents with the same nuance as a human, but at a fraction of the speed and cost.
The Solution
In partnership with Harel Mallac Technologies (HMT), Clavis Tech implemented a cognitive data extraction platform tailored to the unique documentation and invoice-processing requirements of the AlcoBev industry. The roadmap was focused on template-free data extraction learning.
Instead of building thousands of rigid rules for different suppliers, our AI uses machine learning to identify key-value pairs (Invoice Numbers, VAT details, Line Items) regardless of the document layout.
We integrated the IDP engine directly with Grays’ existing business systems, creating a ‘Touchless’ data pipeline. The system now automatically validates extracted data against existing Purchase Orders (Three-Way Matching). If a discrepancy is found—such as a price mismatch or a missing tax ID—the system flags it for a quick human review, ensuring that 100% of the data entering the Grays ecosystem is verified and clean.
Solution delivered:
Multimodal AI extraction: Engineered to handle high-volume invoices and delivery notes, including those with complex multi-page tables and varying fonts.
Automated three-way matching: Implemented logic to cross-reference invoices against Purchase Orders and Goods Received Notes (GRN) automatically.
Local compliance integration: Configured the engine to identify and validate Mauritius-specific tax requirements and VAT structures.
Line-item reconciliation: Developed advanced algorithms to extract and categorize thousands of individual SKUs with pinpoint accuracy.
Seamless ERP bridge: Built a custom API to push validated data directly into the Grays financial and inventory modules in real-time.
Audit-ready digital archive: Created a searchable, indexed repository of all processed documents, significantly simplifying the annual audit process.
A cognitive data extraction platform tailored for the industry’s specific doc needs
The Result
The transition to intelligent document processing has provided Grays Inc. Ltd with a resilient, future-proof administrative engine. The ‘Document-to-Data’ cycle that once took days now happens in minutes.
Radical speed increase:
The turnaround time for processing supplier invoices was reduced by 82%, enabling faster payments and optimized cash flow.
Superior data integrity:
By eliminating manual 'fatigue errors,' Grays achieved a 99.4% accuracy rate in their transactional data migration.
Operational scalability:
The platform allows Grays to handle a 60% increase in document volume without adding any administrative headcount.
Enhanced supplier relations:
Faster processing times and fewer payment errors have strengthened Grays' standing with their global and local supply partners.
Impact by the numbers
Delivered template-free AI for invoice extraction, enabling touchless data pipelines, automated three-way matching, compliance validation, and seamless ERP integration—ensuring accurate, audit-ready, real-time processing for AlcoBev operations at scale.
