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Businesses are facing increasing demands for efficiency, compliance, and control over administrative complexity. Intelligent automation, grounded in robust scientific advancements, is revolutionizing administrative management. By combining artificial intelligence (AI), intelligent structured document extraction, and robotic process automation (RPA), this transformation goes beyond merely relieving repetitive tasks. It enables the creation of more agile, precise, and resilient organizations, particularly in automating accounts payable, which is essential for competitiveness and financial security.
Major Scientific Innovations for Administrative Automation
1. Artificial Intelligence and Machine Learning
Researchers in applied computer science confirm that AI, notably through machine learning and NLP (Natural Language Processing: the capability of computers to understand and analyze human language, both written and spoken), effectively automates the reading, validation, and analysis of data from large volumes of administrative documents. This automation significantly reduces delays, decreases human errors, and frees employees for higher-value control and analysis activities.
However, even though machine learning has made enormous strides and continues to improve, this technology is still evolving and poses some technical and operational limitations. Therefore, its integration into automation solutions must remain partial and cautious.
2. Intelligent Structured Document Extraction
An advanced structured extraction technology allows automatic identification, extraction, and integration of a wide range of common management documents: invoices, purchase orders, receipts, regardless of their format, structure, or layout. Instead of using rigid templates, this approach dynamically analyzes the document structure, visual elements, and context, accurately detecting areas of interest (amounts, dates, references).
For atypical or complex documents, AI complements this document recognition by integrating human oversight. This synergy provides a significant time saving, greatly reduces manual entry and checks, and limits quantitative and qualitative errors compared to automation solely reliant on generative AI.
3. An Effective Approach Merging Document Recognition and Artificial Intelligence
This hybrid approach, combining supervised document recognition and artificial intelligence, is attracting increasing interest among researchers and automation experts. It represents an optimal compromise between innovation and reliability. Structured extraction ensures inherent robustness in the face of document diversity, while AI intervenes to learn and handle exceptional cases, thus promoting the continuous improvement of the system.
According to the 2023-24 annual report by Datamatics, a leader in solutions combining Robotic Automated Process (RPA) and Artificial Intelligence (AI), integrating these technologies allows for a hybrid document processing approach that significantly improves operational precision and efficiency. By combining rule-based extraction methods with AI-driven analysis, companies benefit from greater scalability while reducing error rates and ensuring regulatory compliance. This hybrid model promotes continuous learning, effective exception management, and allows for gradual system evolution while minimizing human intervention.
We are continually working on integrating auto-template creation, progressively and always under human oversight to ensure reliability. This capability will be developed over time, consistently prioritizing accuracy over quantity to preserve quality, compliance, and security.
This hybrid operating mode reduces error risks associated with "hallucinations" of pure generative AI, facilitates adherence to international standards, and optimizes operational traceability. It directs exceptions to targeted human validation, avoiding unnecessary team mobilization. This architecture also guarantees controlled scalability, enabling the gradual integration of scientifically validated innovations without disruption to software operation.
Why Preconfigured Workflows?
In today's business environment, automating administrative processes orchestrates key steps such as document reception, validation, regulatory compliance (varying by country), archival, and traceability. This enables structured management, enhanced security, and allows employees to focus on higher-value tasks.
To enhance this orchestration, it's advisable to have a range of preconfigured workflows readily available. These standard workflows, derived from best practices, provide a reliable and consistent foundation that simplifies standardization, accelerates deployment, reduces errors, and promotes compliance. We assert that a library of preconfigured workflows based on industry best practices is essential for hastening deployment, minimizing errors, and ensuring compliance.
Looking ahead, technological advancements could introduce an AI layer capable of dynamically adapting these workflows to specific cases and exceptions, learning from real-world situations to optimize processes. Although not yet fully operational, research identifies this complementarity as a key success factor. The study by Artefact and Odoxa (2025) titled "The Future of Work with AI" (Le Futur du Travail avec l’IA) recommends the gradual integration of AI agents to enrich and personalize preestablished workflows as technological maturity develops.
In summary, establishing a library of preconfigured workflows is essential today, while AI, once fully harnessed, will offer the necessary flexibility and adaptability to ensure speed, accuracy, and scalability in process automation.
1. Limitations of Generative AI Approaches
Despite their power, generative AI models, such as large language models (LLMs), have several limitations as confirmed by research: difficulties in handling unstructured or highly heterogeneous documents, high risk of errors or misconstrued interpretations in sensitive financial contexts, and challenges in explainability and regulatory compliance.
Scientific articles cited recommend caution and prudence in their full deployment, suggesting hybrid solutions that are safer and more efficient.
2. Observed Impacts and Benefits of Using Hybrid Software
Intelligent automation, particularly the hybrid approach combining structured extraction and artificial intelligence, brings tangible and measurable benefits to businesses. Organizations that automate document management experience a significant reduction in invoice processing time and other documents. This gain results from eliminating repetitive manual tasks and the increased speed of extraction, verification, and archiving enabled by AI and configured workflows.
Automation also significantly reduces errors and re-entries. Furthermore, AI detects and flags inconsistencies, reducing the need for corrective interventions.
Regarding human resources, eliminating time-consuming tasks allows employees to focus on higher-value activities like analysis, consulting, or innovation, thereby improving team productivity and motivation.
Security and compliance are strengthened through a comprehensive process, from initial treatment to archiving, better meeting regulatory requirements through traceability, auditability, and the automatic integration of new rules.
Moreover, payment reliability and supplier relationships improve: transactions are completed more quickly and with fewer errors, optimizing cash flow and reducing the risk of penalties or disputes.
As previously noted, the hybrid approach is recognized as one of the most pragmatic solutions, as it limits the risk of major errors (notably AI-generated "hallucinations") while ensuring technological stability. It also benefits from better user acceptance because of the maintained human oversight on exceptional cases, fostering successful ownership and automation project success.
Looking forward, anticipated advances in predictive analytics and automatic anomaly detection will enable AI to further help businesses anticipate their needs, manage compliance in real-time, and accelerate decision-making. These advances will contribute to increased agility and competitiveness, although their full realization will depend on the pace of technological innovation.
Viridem: Advanced Technology and Consolidated Positioning
Since 2013, Viridem has consistently positioned itself at the forefront of technological innovation in document automation. With extensive experience, we have integrated significant advances over the years, particularly in artificial intelligence and structured extraction, while maintaining a robust and proven architecture.
This balance between continuous innovation and consolidated reliability is central to our approach. We continuously enrich our platform with cutting-edge technologies while preserving the solid foundations that have proven themselves to our users. Thus, Viridem guarantees a high-performance, stable, and compliant solution capable of adapting to regulatory requirements and market changes.
Our commitment is to provide intelligent automation that combines agility and security, enabling each organization to benefit from the latest technological advancements without compromising quality or risk management. This vision ensures a progressive, controlled, and sustainable evolution, serving operational performance and peace of mind.
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