Description :

1Overview

1.1 Project Background

The auditing of invoices and certificates is a high-frequency and essential requirement in the bidding and evaluation process, but traditional manual auditing is inefficient, prone to errors, and costly. The development of AI intelligent audit tools stems from the following industry pain points and technological driving factors:

Pain points of traditional auditing;

1. Difficulty in processing massive amounts of data;

  The invoice information in the bidding document needs to be queried and verified for authenticity. You need to log in to the website of the State Administration of Taxation to check. Checking is time-consuming and labor-intensive.  

  Certificate images need to be verified for authenticity and validity, and manual querying of official databases is extremely inefficient.  

2. High error rate and risk;

  Manual verification is prone to visual fatigue leading to missed detections (such as missing one digit in invoice numbers or blurry seals).  

  False invoices and PS forged certificates are difficult to identify with the naked eye and may pose tax risks or legal disputes.

3. Compliance requirements upgrade;

  The electronic tax reform in various countries (such as China's "Golden Tax Phase IV" and the EU's new value-added tax policy) requires enterprises to quickly adapt to complex rules.  

  Industry regulation is becoming stricter (such as GSP certificates in the pharmaceutical industry and annual qualification reviews in the construction industry), and compliance status needs to be dynamically tracked.  

4. Cross system collaboration barriers;

  Invoice/certificate data is scattered in emails, scanned copies, and ERP systems, lacking unified structured processing capabilities.

Technological driving factors;

1. Maturity of OCR and NLP technologies;

  Optical Character Recognition (OCR) can accurately extract key fields (amount, tax number, issuing authority) from invoices/certificates.  

  The terms and conditions of a natural language processing (NLP) parsing certificate, such as authorization scope and limitations.

2. Blockchain and anti-counterfeiting verification;

  Some countries have implemented blockchain electronic invoices (such as Shenzhen and South Korea), and AI tools can directly connect to on chain data to verify authenticity.  

  Detect anti-counterfeiting watermarks and digital signatures of certificates through image recognition.  

3. Big Data and Rule Engine;

  Built in tax rule library (such as tax rates and deduction rules for different industries) automatically verifies invoice compliance.  

  Dynamically update the blacklist of certificates (such as revoked qualification certificates).  

4. RPA (Robotic Process Automation);

  Automatically log in to tax platforms or third-party databases (such as the National Enterprise Credit Information Publicity System) to verify information in bulk.  

Research and Development Objectives;

1. Efficiency improvement: Reduce the audit time for a single invoice from minutes to seconds, and the verification of certificate authenticity from hours to real-time.  

2. Risk control: Identify fraud patterns (such as consecutive invoices and abnormal invoicing frequency) through AI.  

3. Cost optimization: Reduce repetitive labor in over 80% of manual audit positions.  

4. Compliance adaptation: Support rapid updates of financial and tax policies and industry standards in multiple countries.  

4、 Typical application scenarios;

Financial reimbursement: Automatically verify the amount, header, and tax number of travel invoices, and intercept non compliant bills.  

Supply chain management: Verify the validity of suppliers' business licenses and quality inspection certificates.  

Tax declaration: Batch identify the compliance of deducted invoices and generate tax risk reports.  

Bidding review: Automatically screen the authenticity and validity period of the bidder's qualification certificate.  

1.2 System Requirements

(1) Security: The system construction should meet the requirements of users for information security management, establish a sound and reliable security guarantee system, have strong prevention capabilities against illegal intrusion, illegal attacks, and network computer viruses, ensure that the system has strict identity authentication functions, and have corresponding technical means to protect data security and operational security. From the perspective of application technology and system management, it ensures the high security of network information and guarantees the stable and high-quality service of software service platforms;

(2) Confidentiality: Strictly control all possible leakage links, so that information is not leaked to unauthorized individuals and entities in all aspects of generation, transmission, processing, and storage.

(3) Stability: Minimize the occurrence of anomalies, errors, and other issues throughout the entire process from deployment to operation of the system.

(4) Efficiency: Using the latest software technology to design and develop the system, integrating information resources, improving staff efficiency, quickly sending information, and accessing documents and materials;

(5) Standardization: Unified data exchange, information sharing, and elimination of information silos;

(6) Practicality: Based on business needs and processes, design the system, divide functions and modules from the perspective of user convenience. The system design requires simplicity and fluency, and can adapt to various real-life situations such as network instability and emergencies;

(7) Progressiveness: we should adopt the mainstream technology today. We should not only consider the advancement of application platforms and tools, but also consider the progressiveness of system structure and application design to meet the needs of macro system management, development planning and micro transaction management;

(8) Usability: This is mainly reflected in two aspects: first, the application interface is simple and intuitive, minimizing the hierarchy of menus and unnecessary clicking processes, making it easy for users to understand the system operation methods at a glance, especially in line with the thinking and work habits of staff, and convenient for non computer professionals to use; Secondly, online or offline assistance methods should be provided;

(9) Scalability: This system is a constantly evolving application system, and compatibility with new technologies and products should be considered during system design; When business requirements and external environment change, the system's functionality and performance can be expanded. Software design should be concise, with minimal coupling between functional modules to meet business development needs and facilitate system inheritance and expansion;

1.3 Security and Confidentiality

(1) Security: The system uses high-level irreversible encryption for all login passwords to prevent unauthorized users from stealing them; The system construction should meet the requirements of users for information security management, establish a sound and reliable security guarantee system, have strong prevention capabilities against illegal intrusion, illegal attacks, and network computer viruses, ensure that the system has strict identity authentication functions, and have corresponding technical means to protect data security and operational security. From the perspective of application technology and system management, it ensures the high security of network information and guarantees the stable and high-quality service of software service platforms;

(2) Confidentiality: Strictly control all possible leakage links, so that information is not leaked to unauthorized individuals and entities in all aspects of generation, transmission, processing, and storage.

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