How AI Platform «Union» Conquered Financial Chaos and Accelerated Invoice Payments 10x
One tool. Full control. Zero chaos.
< 2 min
Invoice processing
instead of 15–20 minutes
< 2 days
Approval
instead of 5–7 days
0%
Lost invoices
full control
What Was Slowing Things Down
Time wasted
Every 5th invoice was lost or duplicated
Bureaucracy
Approving a single invoice could take up to a week — stuck in chats and emails
Human error
Mistakes from manual data entry and VAT confusion
The Problem
During the document workflow audit, we found:
Documents
-
Invoices arrive via email, messengers, DMs — no single entry point
-
PDFs/scans get lost, duplicated, or surface after payment deadline
-
Details/VAT/line items entered manually → errors and re-approvals
Approval
-
Unclear who is currently approving and why it's stuck
-
Approval can take weeks — no SLA or escalation
-
Decisions made verbally — hard to trace the logic later
Payments & Control
-
Payment deadlines missed → fines, stress, lost supplier terms
-
Duplicate payments or wrong amounts (human error)
-
Can't quickly answer: where did money go this month and who approved it
Sound familiar? Endless spreadsheets, chat threads asking «who approved this?», lost PDFs and the question «did we already pay this?»
The Solution
Union is an intelligent ecosystem for corporate financial management. We built a tool that automates the entire document lifecycle: from initial upload to final payment and analytics, plus expense management — from receipt upload and verification to analytics.
Upload
Recognize
Approve
Pay
Done
Everything in one window. No Excel. No lost emails.
Key Features
AI Document Parser
Invoice recognition from PDF, Excel, scans, and photos. Automatic extraction of vendor, tax ID, details, line items, amounts, and VAT.
Up to 98% accuracy · < 30 sec per invoice
Smart Approval
Routing by categories and roles. Parallel approvals, notifications via Telegram, email, push. SLA and auto-escalations.
No invoice gets stuck
Project Allocation
One invoice — multiple projects. Line-item distribution with percentages, automatic analytics tracking.
Full VAT Accounting
Rates: 0%, 10%, 20%, no VAT. «VAT included» flag. Line-item and total control.
Accounting Module
Payment date planning, status tracking, attaching closing documents. Overdue reminders.
Unified Expense Dashboard
All company expenses in one place: invoices, accountable funds, data from external systems via API.
Analytics & Dashboards
Interactive reports by projects and categories. Drill-down to invoice line items. Export to CSV, XLSX, PDF.
Seamless Integration
SSO for security and API for connecting external systems.
The Process After Implementation
One clear path for invoices, receipts, and expenses — with statuses, owners, and deadlines at every step.
Document Intake
Invoices, receipts, and expenses enter the system and are logged as tasks.
AI Parsing & Validation
AI agent recognizes 98% of data (tax ID, details, line items, VAT) from photos, scans, PDF, Word, Excel in 30 seconds. Accounting team quickly verifies.
Smart Routing
The invoice automatically finds the right manager via role and expense category system.
Statuses & Deadlines
At every step it's clear: who's responsible, when's the deadline, what's happening.
Payment Planning
After approval, the document enters the payment plan with date and priority.
Closure & Analytics
Decision history, documents, exports, and reporting — all in one place.
Before → After
Manual invoice data entry
AI parser extracts data automatically
«Who should approve this?»
Routing by roles and categories
Invoices lost in chats
Everything in one system with full history
«Did we already pay this?»
Full status and payment tracking
Hard to see where money goes
Analytics by projects and categories
Duplicate invoices and errors
Automatic deduplication
Each Role — Its Own Scenario
Employees
-
Upload an invoice in 3 clicks
-
Track status in real time
-
Notifications on actions
Category Managers
-
Approve from smartphone
-
Comments and return for revision
-
Decision history
Accounting
-
Payment queue with priorities
-
Closing documents in invoice card
-
Automatic reminders
Management
-
Expense dashboard by project
-
Approval SLA monitoring
-
Full action audit trail
Success Metrics
After implementing Union
Metric
Before
After
Invoice processing time
15–20 min
< 2 min
Average approval time
5–7 days
< 2 days
Lost/duplicate invoices
5–10%
0%
Time to find information
30+ min
< 1 min
Let's Work Together
Available for freelance projects, long-term contracts, and technical consulting. Currently based in Vietnam (UTC+7).