Controlled Automation: Combining Efficiency and Control in Invoice Processing

Automation helps organizations process invoices faster, more efficiently, and with less manual effort. Many customers use a centralized invoice mailbox that automatically forwards invoices to Basecone. Combined with automation capabilities, this can significantly reduce administrative workload.

At the same time, it raises an important question: how do we ensure automation does not turn into blind processing?

At Basecone, we believe in controlled automation. Automation should reduce manual work, but it should never eliminate critical controls. Our approach focuses on balancing efficiency, reliability, and risk management.

Fraud risks exist in both manual and automated processes. Manual workflows are vulnerable to human error, missed checks, and inconsistent execution. Automation changes how risks are managed rather than creating new risks by itself.

Instead of relying solely on individuals, controls can be embedded systematically into the process, making it easier to identify deviations consistently and at scale.

Basecone processes the documents it receives, but it remains part of a broader procure-to-pay process. Fraud prevention is therefore a shared responsibility between technology and an organization's internal controls.

Critical organizational controls include:

Automation supports these controls but does not replace them. Software and technology alone isn’t enough to determine whether a change in supplier data is legitimate or if an e-mail is coming from a compromised account.

To support controlled automation, Basecone includes several validation and control mechanisms.

If the IBAN on an invoice differs from the bank account registered for the supplier, this can be detected and treated as a potential risk signal. Invoices with identified exception will be placed in the validation overview under check details.

Basecone uses confidence scoring and anomaly detection mechanisms. When an invoice appears unusual or confidence is too low, automation can be interrupted and routed for review. These invoices will be placed under check details for evaluation.

Basecone supports optional authorization workflows. In addition, connected accounting systems often provide approval and payment control mechanisms.

Every step of the process remains traceable. Validations, decisions, exceptions, and user actions are logged, providing transparency and auditability. Detailed information remains available for control and reporting purposes. For more information: https://support.basecone.com/en/articles/3192310-audit-report.

Partial audit information is available in the archive screen.

Traditional invoice processing often requires employees to review large volumes of documents manually. Modern automation enables a more risk-based approach.

This means:

Or, as we like to summarize it:

You can focus on the things that add the most value.

We continue to invest in strengthening controls within automated invoice processing. We also continue to invest in more transparency of supplier matching and recognition results.

The future of automation is not about removing people from the process. It is about automating predictable and trusted scenarios while ensuring that unusual situations receive appropriate attention.

At Basecone, our philosophy is simple:

Trusted invoices can flow automatically. Unusual, uncertain, or higher-risk invoices should be stopped, flagged, or routed for review.

By doing so, we combine the benefits of automation with the safeguards required for effective financial control.