Client
Global Asset Management Firm
Sector
Facilities, Finance, Contract Management
Offering
AI-Driven Policy Comparison & Quote Automation
/ Finance /
/ Operations /
/ Compliance /
/ Compliance /
Driving accuracy, savings, and efficiency in invoice management
Context
In asset management, dealing with maintenance and repair suppliers involves processing a large number of invoices tied to contracts and standardised rates.
Historically, this process relied heavily on manual quality assurance (QA) checks, where typically only 15% of invoices could be verified due to time and resource constraints. This limited scope created risks of overpayments, incorrect charges, and missed contractual discrepancies, all of which could impact profitability and compliance.
Challenge & Solutions
➤ Only 15% of supplier invoices were manually reviewed, exposing the organization to undetected overcharges.
➤ Suppliers frequently bypassed controls by breaking down single services into multiple inflated components.
➤ Manual verification couldn’t scale to match the volume and complexity of incoming invoices.
➤ There was no system in place for real-time validation against contractual terms and pricing rules.
The main challenge was ensuring supplier invoices aligned with contract terms and standard rates. With just 15% of invoices manually reviewed, a significant volume of discrepancies and inflated charges went unnoticed. Suppliers often exploited the system by splitting single jobs into multiple chargeable components to inflate billing.
GAIA automates invoice verification at scale, identifying both common errors and sophisticated overbilling tactics. By cross-referencing each invoice with the related contract, GAIA flags inconsistencies—such as components billed separately despite being contracted as a single unit.
Beyond error detection, GAIA uncovers billing patterns that indicate recurring abuse, automatically challenges invalid charges, and generates transparent audit trails. This allows for full visibility and real-time control over supplier spending.
GAIA turns invoice validation from a reactive spot-check into a proactive safeguard—ensuring every charge aligns with contract terms before it's ever approved.
Impact
Key Outcomes
➤ Full invoice coverage achieved through automated verification against contract terms.
➤ Significant cost savings driven by detection and prevention of overbilling schemes.
➤ Manual QA efforts reduced, allowing staff to focus on strategic financial oversight.
Enhanced Efficiency: Invoice verification coverage increased from 20% to 100%, ensuring every invoice was thoroughly checked against the contract terms.
Cost Savings: By identifying and challenging overbilling tactics, GAIA reduced unnecessary expenses and improved financial accuracy.
Freed Resources: QA personnel were reallocated to more strategic tasks, saving substantial time and labour costs.
Improved Accuracy: The automated process minimises errors and overpayments, leading to better financial control and supplier management.
Stronger Supplier Relationships: By holding suppliers accountable, the organisation fostered a culture of transparency and compliance.
GAIA transforms invoice verification into a robust, intelligent process—enabling organisations to maintain financial discipline and improve operational efficiency.
to full
invoice verification aligned with contract terms
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