Our partner is a leading US-based global luxury jet charter service provider. With over 1500 aviation experts of over 60 different nationalities, they work 24/7 to help private and corporate passengers alike reach their destinations - no matter how remote or difficult to reach.
A global operation of that size has a staggering number of moving parts. As such, it requires oversight of numerous services and meticulous oversight of substantial funds and resources. Our partner identified an opportunity to optimise its payable and receivable invoice management, saving time and eliminating the risk of human errors. After a long-standing partnership with Dreamix, the award-winning jet provider has:
- automated its payable invoice verification and processing,
- saved more than 150 man-hours of labour within a 3-month period
The opportunity
Such a global fleet doesn’t exist in a vacuum. Our partner works with an enormous network of service providers responsible for various aspects of the private jet experience. Each provider would submit invoices for their services, and the airliner would need to validate them before sending them over to their chosen ERP.
Validating so many invoices for different services is a complex, resource-intensive process. By strategically automating it, our partner realised they could significantly reduce processing time and resource costs.
The Dreamix solution
Dreamix was tasked with developing a new Accounts Payable system that streamlines as much of the payable invoice validation process as possible.
The team began developing the solution from scratch. The first challenge they faced was automating the data input part of invoice processing. After a few iterations, they integrated a carefully selected OCR into their solution, enabling it to scan invoices and convert them into a digital format.
The next hurdle was the validation of internal controls. The solution needed a way to verify the information in each invoice and confirm all charges correspond to current real-world prices for the relevant services. To that end, the development team provided a custom implementation, which integrated with several of our partner’s internal systems to cross-check service prices. For services without predefined prices, the solution uses historical data to extrapolate accurate current costs.
As development progressed, we worked with our partner’s teams to identify another optimisation opportunity. Every invoice still needed to pass manual verification before it could be sent over to the ERP. Dreamix developers implemented an automated verification: in instances where all controls are met, and the information is verifiably correct, the system automatically sends the invoice forward thanks to an integration with the ERP provider’s API.
The tech stack used by Dreamix consists of the following:
- Java: The system’s backbone
- React: Delivers a user-friendly interface for seamless navigation
- Spring Boot for microservices: Enables modular development, ensuring flexibility and scalability
- MySQL databases: Provides a reliable and organized repository for financial data
- AWS (Lambda, SNS, SQS, S3): Leverages serverless computing, event notifications, message queuing, and secure data storage on the cloud
- Kubernetes: Orchestrates microservices for optimal performance and scalability
- Kafka: Acts as a message-passing system, efficiently handling real-time data streams
- ERP integration: Ensures cohesive workflow with our partner’s ERP
- GraphQL: Enhances flexibility in data retrieval for dynamic operations
- OCR integration: Converts physical invoices into a digital format
- Additional integrations (Kafka, Rest APIs): Facilitates smooth communication between internal systems
The results
Our partner’s collaboration with Dreamix has resulted in a significant reduction in processing time for payable invoices. Within a 3-month period, the automating processing functionality saves more than 150 man-days of labour, fully automating 40% of all uploaded invoices.
