Intelegain Fin-Ops (Internal) Case Study Hero Background

How Intelegain Automated Credit & Debit Note Intake and Reconciliation with a Copilot Studio Finance Bot

LocationGlobal

Solution Finance Bot for Credit & Debit Note Reconciliation

75%

Reduction in Reconciliation Cycle Time

99%

Extraction Accuracy on Unstructured Invoices

Zero

Lost or Disputed Adjustment Discrepancies

At-a-Glance

Intelegain Financial Operations — managing enterprise accounts receivable, accounts payable, and billing reconciliations globally.

Case Study

CHALLENGE:

The finance desk received hundreds of customer emails monthly containing credit and debit note adjustments in varying formats (PDFs, scans, Excel files, inline text). Manual extraction and ledger cross-referencing caused billing delays and reconciliation backlogs.

SOLUTION:

Intelegain built an autonomous Finance Bot utilizing Microsoft Copilot Studio and Azure AI Document Intelligence that monitors billing mailboxes, extracts adjustment line items, validates ledger entries, and routes for one-click approval on Teams.

RESULTS:

Slashed note reconciliation cycle times by 75%, achieved 99% data extraction accuracy, and eliminated delayed or disputed billing adjustments during month-end close.

The Challenge: The Manual Quagmire of Credit and Debit Adjustments

In high-volume B2B technology consulting and multi-entity service operations, billing adjustments are inevitable. Clients submit credit notes for service credits, SLA offsets, and tax withholding discrepancies, while vendor debit notes arrive for adjusted third-party software licensing and infrastructure costs.

Historically, handling these notes was an entirely manual, labor-intensive chore. Adjustments arrived scattered across hundreds of email threads, attached as unstandardized PDFs, photographed paper receipts, or embedded within the email body.

Accountants had to manually download each document, re-type invoice numbers, GST/VAT figures, and line-item amounts into the accounting ledger, verify the original invoice in Dynamics 365, and request manager approval via email. This friction caused substantial reconciliation backlogs, delayed month-end financial closes, and created billing disputes with enterprise clients.

Finance personnel spending 30+ hours per month on manual data entry and invoice cross-referencing.

Unstructured document formats (scans, PDFs, spreadsheets) prone to human typographical errors.

Delayed processing of credit notes leading to inaccurate accounts receivable aging reports.

Lack of an automated, audit-ready approval trail linking incoming customer emails to ledger adjustments.

Why Intelegain Was Chosen

Intelegain engineered the Finance Bot by combining Microsoft Copilot Studio conversational intelligence with Azure AI Document Intelligence and Dynamics 365 financial controls.

Azure AI Document Intelligence:

State-of-the-art OCR and layout models trained to parse invoices, tax breakdowns, and credit notes with 99%+ field-level precision.

Automated Ledger Cross-Referencing:

Directly querying Microsoft Dynamics 365 Business Central ledgers to verify the existence of referenced invoices and customer credit limits.

Microsoft Teams One-Click Approvals:

Presenting finance controllers with an interactive Teams adaptive card summarizing the extracted note alongside the ledger match for instant approval.

End-to-End Audit Trail:

Storing the original email, extracted JSON schema, approver timestamp, and journal entry in an unalterable regulatory compliance log.

Implementation: The Intelegain Approach

The Finance Bot was built and deployed into active financial operations:

Phase 1: Ingestion & Document Intelligence Training

We configured automated Power Automate mailbox listeners that monitor billing inboxes for incoming credit/debit communications. We trained Azure AI Document Intelligence models on hundreds of diverse historical adjustment formats.

Phase 2: Ledger Validation & Copilot Studio Integration

We engineered validation logic in Microsoft Copilot Studio. The bot parses extracted figures, queries the Dynamics 365 Business Central API, verifies invoice balances, and flags any discrepancy between claimed credits and ledger values.

Phase 3: Teams Approval Workflow & Automated Journal Posting

We deployed interactive Teams approval cards. When a credit note passes validation, the finance controller receives a Teams notification with a one-click ‘Approve & Post’ button, automatically creating the adjustment journal entry in Business Central.

Microsoft Copilot StudioAzure AI Document IntelligencePower AutomateMicrosoft TeamsDynamics 365 Business CentralAzure SQL

Measurable Results & Business Impact

75%

Reduction in credit and debit note reconciliation turnaround time

99%

Accuracy in extracting line items, invoice IDs, and tax breakdowns

30+ hrs

Saved each month by accounting teams on manual invoice data entry

100%

Elimination of disputed or unposted credit balance adjustments

The Finance Bot fundamentally streamlined Intelegain’s monthly financial operations. Inbound credit and debit notes are now ingested, parsed, cross-referenced against original invoices, and queued for approval within seconds of email arrival. Financial controllers review high-confidence adjustments with a single tap on Teams, eliminating invoice disputes and accelerating the entire month-end close.

Ready to eliminate manual invoice and credit note reconciliation in your finance department?

Talk to Intelegain about building automated finance bots that integrate directly with your ERP and Microsoft Teams.

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