Grainz is transforming the processing of its invoices and delivery notes thanks to OCR

About Grainz

Grainz is a software solution for restaurant owners and collective catering managers. Its goal: track goods movements and supplier orders, and manage several locations with minimal effort.

The Grainz founding team was looking for a way to automate the capture of several thousand invoices, purchase orders and delivery notes on behalf of its customers.

Through a connection to the Koncile OCR API, customers can access their detailed order data, including line item descriptions, quantities, unit prices and total prices, with no manual entry.

The challenge: structuring PDF documents in multiple formats

For restaurant owners and cafeterias, handling order and delivery documents can quickly become very time-consuming. Grainz had to overcome several obstacles:

• A wide variety of documents: supplier invoices, delivery notes, and more.
• A high risk of errors from manual entry (amounts, product references, quantities).
• A lack of speed that slowed down the tracking of deliveries and payments.
• High expectations for traceability and reliability from customers and partners.
• Technical challenges: integrating this data into ERPs and internal tools without adding complexity.

Given this complexity, automation with an intelligent document processing solution frees teams from time-consuming data entry.

Why Grainz chose the Koncile OCR solution

Grainz was looking for a solution that could standardize the processing of its accounting and logistics documents and make it more reliable, while speeding up the process. What convinced the company:

• Automated extraction of key data (invoice numbers, amounts before and after tax, VAT, product references, quantities delivered).
• Support for a variety of formats generated by different software.
• Seamless integration with their internal systems via API and webhooks.
• Fast implementation of a 100% cloud solution, with no heavy infrastructure.
  

Key results and benefits

With Koncile, Grainz transformed the way it manages its documents:

• Centralization: all invoices and delivery notes are consolidated into a single flow.
• Stronger traceability: clear tracking of amounts, references and quantities delivered.
• Higher productivity: a drastic reduction in processing time through automation.
• A lighter workload for teams: less manual entry, more time for analysis and management.
• Processing now takes a few seconds, while improving data reliability and compliance.

Conclusion

With Koncile, Grainz has taken a decisive step in digitizing its logistics and finance operations. A once long, manual process is now automated, fast and secure, letting teams focus on operational management and supplier relationships.