15,000 Invoices/Month Automated Across 34 Locations — FMCG Beverages Manufacturer
A major Indian FMCG beverages manufacturer eliminated manual data entry, email-based approvals, and a 5–10 day SAP posting lag — deploying ShareDocs Enterpriser and PayXtract AI across a decentralised, multi-plant AP operation processing 15,000+ invoices monthly.
Customer Profile
| Sector | FMCG — Beverages Manufacturing |
| Operations | 34+ manufacturing plants and distribution locations across India |
| Invoice volume | 15,000+ invoices per month |
| Deployment | On-Premise (phased rollout) |
| Products deployed | ShareDocs Enterpriser + PayXtract AI extraction |
| SAP integration | 3-way SAP MM/FI integration |
The Challenge & Solution
Before ShareDocs
- ✗15,000+ invoices per month processed manually across 34 decentralised locations
- ✗Data entry from invoices into SAP done manually — high error rate, duplicate entries
- ✗5–10 day lag between invoice receipt and SAP posting
- ✗No central visibility — finance team could not track outstanding approvals across plants
- ✗Email-based approval chains with no SLA enforcement — frequent delays
- ✗Year-end audit preparation required manual invoice file retrieval
Solution Deployed
- ✓PayXtract AI extracts vendor name, invoice number, amount, GST, PO number, line items automatically
- ✓ShareDocs routes extracted invoice through configurable multi-level approval workflow
- ✓3-way SAP integration: PO validation from SAP MM, automatic MIRO posting on approval, payment confirmation from SAP FI
- ✓Centralised dashboard — finance team sees all 34 locations in real time
- ✓Audit trail — every invoice action logged end-to-end
Before vs. After ShareDocs
| Dimension | Before | After ShareDocs |
|---|---|---|
| Invoice receipt | Email and physical — routed manually to location AP team | ShareDocs inbox — AI extraction triggered automatically on upload |
| Data entry | Manual keying into SAP — high error rate | AI extracts ~90% of fields automatically — verified and confirmed |
| SAP posting lag | 5–10 days average | Same-day posting after approval |
| Approval routing | Email chains — no SLA, no tracking | Configurable workflow with SLA timers and escalation |
| Central visibility | None across 34 locations | Real-time dashboard — all pending approvals visible to finance |
| Duplicate detection | Manual — frequent duplicate payments | System-level duplicate invoice check before processing |
| Audit trail | No end-to-end record | Every action logged — from receipt to SAP posting confirmation |
| Year-end audit | Manual file retrieval across locations | Instant retrieval by vendor, date, PO number, or invoice number |
Related Solutions & Products
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Book a DemoFree TrialFrequently asked questions
How does PayXtract AI work for FMCG invoice processing?
PayXtract AI, integrated with ShareDocs Enterpriser, uses OCR and machine learning to extract key fields from uploaded invoices — vendor name, GSTIN, invoice number and date, PO reference, line items, taxable amount, GST components, and total payable. Extracted fields are pre-populated into the AP workflow and matched against the purchase order from SAP. Fields that do not match or fall below confidence threshold are flagged for manual review before the workflow proceeds.
How does the SAP integration work for AP automation?
ShareDocs Enterpriser integrates with SAP in three steps: (1) PO data pulled from SAP MM for validation against the invoice; (2) On final approval, ShareDocs triggers automatic MIRO posting in SAP FI — no manual SAP entry required; (3) Payment confirmation from SAP is written back into the ShareDocs workflow record, closing the loop.
What is accounts payable automation for FMCG manufacturers?
Accounts payable automation for FMCG manufacturers is the use of AI extraction and workflow software to replace manual invoice processing — automating data entry, PO matching, multi-level approvals, and ERP posting across decentralised, multi-plant operations. ShareDocs Enterpriser + PayXtract AI handles 15,000+ invoices per month across 34 locations with same-day SAP posting.
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