03 / 03 Client case · Electrical installations

Project costs, with supplier invoices processed automatically.

For an electrical installation company, we built a platform that reads supplier invoices, extracts every line of material and assigns its cost to the right project. Hours of manual data entry in Excel have given way to a cost dashboard that is always up to date.

  • Construction and technical installations
  • Several projects at once
  • Tailor-made web platform
  • Intelligent document processing
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Supplier invoices

PDFs in very different formats

Drag and dropProject · Sub-project

Automatic reading

  1. QR codeTax number, ATCUD, VAT by rate and total
  2. AI, line by lineReference, description, quantity, unit, price and VAT
  3. ValidationQuantity × price, duplicates and supplier by tax number

Cost per project

Digital invoice bookExcel

Verified

  • Cost dashboard by project
  • Monthly evolution, net or incl. VAT
  • Hours recorded by project
Vexon receives supplier invoices, reads the tax data and item lines, validates them and assigns the cost to each project.

The challenge

Every project generates dozens of supplier invoices for materials (cables, trunking, switchboards, wiring devices), as PDFs in very different formats. To know what each project cost, the team copied every line of every invoice by hand into an Excel “invoice book”: reference, description, quantity, price and discount. It was a slow process, and the real cost of each project was only known when someone had time to update the spreadsheet.

The solution

We developed Vexon, a web-based management control platform that automates the whole path, from the supplier invoice to the cost of each project.

Technology

Python, Flask, PostgreSQL, Celery/Redis, Docker, Docling/OCR and language models: OpenAI, or local models via Ollama for companies that prefer their data never to leave the premises.

What the platform does

  • Drag and drop

    The team uploads invoices to the platform and chooses the project and sub-project. Processing runs in the background and the status of each invoice is always visible.

  • Tax data read at source

    The platform reads the QR code that is mandatory on Portuguese invoices and obtains the supplier’s tax number (NIF), the ATCUD, the taxable amounts and VAT by rate, and the total.

  • AI for the detail

    A document extraction engine with language models extracts every item line: reference, description, quantity, unit, price and VAT.

  • Automatic validation

    It checks that quantity times price matches the net amount and corrects the values. It also detects duplicate invoices and matches the supplier by tax number.

  • Digital invoice book

    Verified invoices are flagged and can be edited by hand, always with the original PDF attached. It exports to Excel in the same format the company already used.

  • Cost dashboard

    Shows the cost per project and its monthly evolution, net or including VAT.

  • Time recording

    Workers are assigned to projects. Each project manager has their own profile, in which they only see their own projects and only record hours on them.

Got a process that could be simpler?

Tell us where your team is losing time. We’ll help you define a concrete solution and put it into practice.

Talk to Simia

Or write to info@simia-tech.com