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Where Wellness Meets Workflow: AI-Powered Vendor Reconciliation and Compliance Automation for a Leading Healthcare & Pharma Company

Company Overview

With a legacy spanning over 90 years, this leading healthcare and pharmaceutical company has become a trusted name in wellness across more than 100 countries. Its diverse portfolio includes over 500+ SKUs in prescription drugs, OTC wellness products, and FMCG categories.

Known for its deep roots in traditional medicine combined with cutting-edge R&D, the company operates with global supply chains, thousands of vendor relationships, and intense compliance scrutiny.

As business expanded, the complexity of managing vendor operations and financial governance became a pressing concern, calling for digital transformation beyond routine automation.

Business Challenges

The reconciliation process between vendors, internal finance teams, and auditors was deeply fragmented and heavily manual. This posed risks not only to operational efficiency but also to regulatory compliance.

Where Manual Meets Risk: Key Pain Points

  • Manual Workflows: Processing invoices involved SAP data exports, Excel-based reconciliation, scanned GRNs, email threads, and fragmented follow-ups.

  • Vendor Delays: With over 200 vendors processed monthly, each invoice took 5–7 iterations before approval.

  • Audit Pressure: Audits extended up to 4 weeks due to the absence of centralized document access and clear approval logs.

  • Error-Prone: Disputes and mismatches were common, leading to strained vendor relationships and financial inaccuracies.

  • Limited Visibility: No real-time status tracking for vendors or finance teams, resulting in delayed payments and bottlenecks in cash flow management.

The organization recognized that process inefficiency was not just a cost issue, it was a compliance liability in a tightly regulated industry.


Goals Behind the Journey: Business Objectives

The company set out to reimagine its reconciliation and compliance workflows with the following strategic goals:

  • Eliminate manual interventions in vendor invoice matching and approvals

  • Improve accuracy and consistency in document validation

  • Enable faster month-end closures and payment processing

  • Strengthen vendor relationships through transparency and accountability

  • Ensure audit-readiness with centralized, traceable document access

  • Achieve scalable, repeatable compliance automation across geographies

Why atQor

  • As a Microsoft Solutions Partner with specialization in Data & AI, atQor brought deep industry expertise in building scalable, secure automation using the Microsoft Azure ecosystem.

  • Rather than offering a generic tool, atQor co-designed a tailored solution with the client’s finance, procurement, and IT teams, mapping actual process pain points and layering intelligent automation where it mattered most.


Solutions Provided

atQor implemented a secure, AI-powered reconciliation platform that combined Azure cognitive services, automation tools, and secure access layers, integrated seamlessly with the company’s existing SAP environment.

Key Capabilities

  • AI-Powered Document Digitization:
    Used Azure Form Recognizer and Azure OpenAI (GPT) to extract, classify, and interpret data from unstructured invoice formats, scanned GRNs, and vendor emails.

  • Smart Matching Engine:
    Built rule-based reconciliation logic to cross-validate invoice data with SAP records and GRNs, eliminating discrepancies before approval.

  • Automated Approval Workflows:
    Developed scalable flows using Power Automate to route approval requests to relevant finance controllers, procurement heads, and audit teams, based on transaction value and type.

  • Real-Time Vendor Portal:
    Delivered a secure vendor dashboard providing real-time visibility on invoice status, exception flags, payment timelines, and communication history.

  • Audit & Compliance Layer:
    Centralized repository with searchable logs, approval chains, system-generated comments, timestamps, and metadata auditor-ready by design.

  • Secure Access Management:
    Implemented Azure Active Directory-based RBAC to ensure users across vendors, finance teams, and auditors had role-specific access without compromising sensitive data.


Smarter Decisions. Stronger Outcomes: Business Benefits

Operational Efficiency

  • 85% of reconciliation processes fully automated

  • 70+ hours of manual effort saved weekly

  • Month-end closing accelerated by 4 days, enabling more agile financial planning

Accuracy & Control

  • Achieved 98%+ accuracy in document matching

  • Reduced average reconciliation cycle from 7–10 days to <48 hours

  • Real-time exceptions routed instantly to resolution teams

Compliance & Audit

  • Audit cycle shortened from 4 weeks to 5 business days

  • Centralized access to document trails, logs, and system-generated validation records

  • Eliminated non-compliant workflows and untracked manual interventions

Vendor & Stakeholder Experience

  • Improved transparency and trust with self-service access for vendors

  • Reduced payment disputes, enhanced vendor SLAs

  • Empowered finance and compliance teams with real-time dashboards and KPI alerts



Customer Speak

"This wasn’t just automation, it was a strategic shift. We now have real-time control over processes that once ran on emails and Excel sheets. With Microsoft Azure AI and atQor, we’ve raised the bar for compliance, accuracy, and accountability." — Head of Finance, Leading Healthcare & Pharma Company