Client Success Story

Closing Accuracy Gaps in Healthcare AP Automation Software with Invoice Validation & Exception Handling Services

99.95%+

Invoice Data Accuracy Achieved

80%

Reduction in Exception Backlogs

2X

Processing Capacity Added without Increased Error Rates

Service

  • Invoice Processing Service

Technology

  • Client's Proprietary AI-Powered AP Solution
The client

A Healthcare AP Automation SaaS Provider

This US-based SaaS company delivers a cloud-native Accounts Payable (AP) automation platform designed specifically for healthcare providers. Hospitals, multi-specialty clinics, and healthcare networks across the nation rely on this subscription-based platform to process hundreds of thousands of supplier invoices every month, manage vendor relationships, and maintain compliance with strict healthcare financial regulations.

THE CHALLENGES

Addressing AI Blind Spots in Healthcare Invoice Processing

The client contacted SunTec India about a year after the product launch, when early adopters began reporting frequent mismatches in purchase order references, missing line items, and occasional misread CPT codes. Around 10–12% of invoices were consistently landing in exception queues, forcing provider finance teams to step in manually. This created delays in reimbursements, late supplier payments, and rising dissatisfaction among users who had subscribed with the expectation of end-to-end automation.

  • Incomplete Data Validation

    The platform's AI extracted invoice data but lacked strong multi-level validation logic. Totals, tax fields, CPT codes, and PO references weren't always cross-checked, resulting in reconciliation issues for providers.

  • High Exception Volumes across Clients

    10–12% of invoices processed by the platform triggered exceptions (ambiguous line items, vendor mismatches, duplicate submissions). Clients often had to step in manually, eroding the "hands-free" automation promise.

  • Uncalibrated Confidence Scores

    The platform generated AI confidence scores, but without healthcare-specific thresholds. This created false positives (over-reviewing clean data) and false negatives (letting errors slip through), undermining trust.

  • Delayed Payments & Supplier Friction

    Healthcare providers reported longer approval cycles, strained supplier relationships, and risk of late-payment penalties when exceptions were unresolved.

  • Scalability Risks with Growing Adoption

    As the subscriber base grew, exception rates threatened SLAs, platform performance metrics, and ultimately customer retention.

They engaged our team to address these quality and exception-handling gaps through invoice processing services so that the platform could deliver error-free, compliance-ready outcomes at scale.

OUR SOLUTION

Human-Led QA Reinforcement for Healthcare AP Automation Software

The client already had an AI-powered invoice processing platform in place. What they needed was a dedicated human layer of quality control to validate edge cases, handle recurring exceptions, and provide transparent reporting that healthcare providers could trust for compliance and audit purposes. SunTec India bridged this gap by introducing field-level data validation, structured exception resolution, and rigorous reporting protocols.

The project involved a team of 30 domain-trained QA specialists with expertise in healthcare invoice processing, with a dedicated project manager.

Hybrid Invoice Data Validation for AP Solutions

Invoice Data Validation
1

Field-Level Invoice Data Validation

Every AI-processed invoice was subjected to line-item level checks by our QA specialists. This end-to-end invoice validation process ensured data integrity and eliminated common data leakage points that previously led to reconciliation delays for providers.

  • Vendor Master Validation – Verified vendor IDs, addresses, and tax registration numbers against master data to prevent mismatched suppliers or duplicate entries.
  • Healthcare-Specific Codes – Checked CPT and HCPCS codes to ensure correct mapping for medical billing invoices, avoiding downstream claim denials.
  • Mathematical Reconciliations – Confirmed "unit price × quantity" matched extended values, subtotal tallied with line items, and tax percentages applied correctly.
  • Confidence Score Review – Any data flagged below the AI threshold (e.g., OCR misreads in invoice numbers, decimals in medication charges) was validated manually and corrected.
2

Structured Invoice Exception Handling

Instead of letting exceptions pile up for the client's or the end-user's (healthcare firms) AP teams, we built a structured exception management process around the client's platform. This approach reduced exception backlogs and ensured providers received "clean invoices" ready for payment runs.

  • Categorized Exceptions – Duplicates, vendor mismatches, missing mandatory fields, and currency/date format inconsistencies were tagged with resolution codes.
  • Manual Corrections – Routine issues (e.g., correcting invoice date formats, standardizing vendor names) were resolved directly by us.
  • Escalation Protocols – Ambiguous cases (e.g., invoices with incomplete PO references or conflicting totals) were escalated with annotated notes, so our client could reach out to the healthcare providers' finance teams and resolve them quickly.
  • Exception Logs – Every exception was logged with resolution steps to create a knowledge base of recurring error patterns, helping reduce repeat exceptions over time.
3

Transparent Reporting for Providers and Platform Teams

In addition to invoice data validation services, we also delivered structured QA and exception reports back to the client and their healthcare customers. These reports gave the SaaS provider a clear view into platform performance while providing the end users with audit-ready documentation for compliance teams.

  • Invoice Volumes – processed, validated, and approved
  • Exception Rates – by type (duplicate, missing fields, PO mismatch, code misreads)
  • Turnaround Time Metrics – for exception resolution
  • Root-Cause Trends – highlighting recurring data issues (e.g., specific suppliers consistently submitting incomplete invoices)
4

Data Security and Compliance Assurance

Because the invoices contained sensitive healthcare billing data, we maintained compliance-grade security protocols throughout the process:

  • ISO 27001:2022-certified workflows for data handling
  • End-to-end encryption for invoice files in transit and at rest
  • HIPAA & GDPR compliance for handling PHI and financial data
  • Role-Based Access Controls ensuring only authorized reviewers handle invoice batches

Project Outcomes

By directly addressing the gaps that had surfaced post-launch, our intervention restored user confidence in the client's AI SaaS platform for automated invoice processing.

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Data Accuracy Restored
99.95%+ invoice data accuracy achieved through field-level invoice data validation.

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Exceptions Backlog Reduced
80% drop in pending exception cases with invoices delivered in a payment-ready state.

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Confidence Scores Validated
100% of low-certainty fields double-checked, eliminating false positives/negatives and restoring trust in the platform.

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Scalability with Accuracy Secured
2x processing capacity added to the client's AI SaaS product without increasing error rates.

SunTec helped us take our AP automation solution to the level our healthcare clients expected. The improvement in accuracy and reconciliation speed has been a turning point for adoption.

- VP, Product Management

THE HUMAN-IN-THE-LOOP ADVANTAGE

Why Human Oversight Still Matters in AI-Driven Invoice Processing

Our invoice processing services are embedded with a human-in-the-loop (HITL) layer, which ensures that:

  • Low-confidence AI outputs are validated by specialists, so invoices with ambiguous fields never bypass compliance safeguards.

  • Manual corrections are looped back into the system, enabling the client's AI to learn from real-world edge cases and steadily improve accuracy.

  • End users of the AI solution gain more trust in the system - In this case, we ensured that invoices were both automation-fast and audit-ready, strengthening the client's vendor relationships and reducing friction in payment cycles.

In this project, it was not a question of replacing AI, but of balancing automation with expert oversight. This balance positioned the client's SaaS platform as a credible, compliance-aligned AP solution for healthcare providers — one that could scale without sacrificing reliability.

CONTACT US

Get Expert-led QA and Exception-handling Support for AI Solutions

Our invoice validation services work alongside your AI to:

  • Validate every low-confidence field before approval.
  • Resolve duplicates, mismatches, and missing data at scale.
  • Deliver audit-ready reports your healthcare clients can trust.
  • Ensure compliance with HIPAA, GDPR, and ISO 27001:2022 standards.