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CasesFashion retail

Rent invoices read and classified with no typing

The rent invoices for Reserva's stores arrived as PDFs by email and were transcribed line by line. An OCR pipeline with AI extracts landlord, amounts, due dates and accrual period, the chart of accounts rules classify them and the entries go to CLAE and SAP.

Reserva
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From source data to result

  1. 1PDF invoice
  2. 2OCR
  3. 3Accounting rules
  4. 4CLAE and SAP
saved per month
100 h
digital, from reading to classification
100%
of development on rules, tables and OCR
320+ h

The challenge. Fashion retail.

A fashion chain with stores in malls and on the street receives, every month, one rent invoice per store: rent, common area charges, marketing fund and other charges, each landlord with its own PDF layout. Someone has to open each file, transcribe amounts, due date and accrual period and pick the ledger account for each line. It is repetitive work, prone to typos and hard to audit.

From PDF invoice to entry
Example
Rent invoice (PDF)Accounting entry

  • Landlord and period

    Shopping A · 05/2026

    Extracted

    Store 014

    Due Jun 10, 2026

  • Rent

    R$ 38,500.00

    Classified

    Rent

    Store 014

  • Common area charges

    R$ 9,840.00

    Classified

    Common area charges

    Store 014

  • Marketing fund

    R$ 2,310.00

    Classified

    Marketing fund

    Store 014

Sample data, to illustrate the flow.

How it was done. The project, in 3 workstreams.

  1. An OCR pipeline with AI trained to read the PDF invoices and extract landlord, amounts, due dates and accrual period.
  2. Rules parameterized from the chart of accounts, by leased unit, cost center and expense type.
  3. Automatic export to CLAE and SAP, with edit log, filters and validations.

What stays visible. Set apart for the people who operate.

  • Landlord, due date and accrual period extracted
  • Expense type per leased unit
  • A log of every edit, ready for audit

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Marina DuarteHead of Engineering, credit fintech
“The reconciliation that took the team two days now runs on its own.”
Rafael AntunesCTO, retail chain

Teams from fintechs, retail and accounting already integrate with Openi.

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