Data Science Leader Saves 2,300+ Hours Monthly with AI-Powered AP Email Automation

Pradeepchandra Reddy S C

Data Scientist / Software Engineer II

5 mins

Published : September 29, 2025

AI-powered AP email automation, Windmill platform, intelligent email classification

About the Client

The client operates in the data science and analytics sector, managing accounts payable (AP) across 21 entities. A small, specialized team was responsible for handling thousands of daily emails spread across 17 inboxes, covering invoices, vendor queries, payment inquiries, and bank updates. With no automation in place, the AP function struggled with inefficiencies and delays, consuming valuable time and resources.

The Challenges

The AP team's email management process was entirely manual, creating significant bottlenecks:

High Manual Effort - 17 inboxes monitored daily with thousands of emails requiring manual review.

Similar heavy-lift manual interventions were also common in procurement before our ERP & SCM Finance/Procurement Integration work.

Time Lost - 500 hours per month spent on general AP email handling and 1,875 hours on entity-specific management.
Delayed Responses - Vendor and payment inquiries often suffered from slower turnaround times.
Increased Risk - Critical communications could be overlooked in the volume of routine messages.
Limited Tools - Standard email filters could not handle the complexity of AP workflows.

Overall, more than 2,300 hours per month were wasted, severely limiting productivity and increasing operational costs.

The Solution

A comprehensive AI-powered email automation solution was implemented using the Windmill platform and WiseOwl AI classifier.

Key Implementation Steps
- Intelligent Email Classification - AI models trained to identify actionable vs. non-actionable communications
- Gmail API Integration - Real-time email retrieval and secure ingestion
- Decision Logic Framework - Automated routing of classified emails based on predefined business rules
- Slack Integration - Instant notifications for critical communications sent directly to team channels
  A similar approach was applied in our Oracle Cloud Mining UI Automation, where centralized UI updates reduced delays.
- Workflow Automation - End-to-end orchestration of email processing through the Windmill platform
- Logging & Monitoring - Full audit trail with classification accuracy tracking - echoing the robust evidence design in our Embedded Web Application performance/security story.
Unique Features
- Custom-trained AI models specific to AP communication patterns
- Intelligent reasoning for each classification decision
- Real-time processing pipeline capable of handling thousands of emails daily
- Offline resilience, similar to our Dry Goods Planning Automation, which tackled planning even under fragmented data conditions
Before :
Manual review across 17 inboxes, with thousands of hours wasted monthly.

After :
Real-time, fully automated AI-powered classification with instant notifications.
This automation is part of Elfonze's broader innovation journey across finance, supply chain, and operations. For more real-world impact stories, visit our Success Stories hub.

Business Impact

The transformation delivered dramatic efficiency gains:

2,375

Hours saved per month, equivalent to nearly 15 full-time employees

17

Inboxes fully automated, eliminating the need for manual monitoring

Real-Time classification and Slack alerts ensured zero delay in critical communication handling

100%

Automated sorting of actionable vs. non-actionable emails

Improved accuracy and reduced risk of missing key financial communications

Productivity boost - freed time redirected toward higher-value financial analysis

What the Client said......

“ This AI-powered email automation solution has revolutionized our AP operations. We've reclaimed nearly 2,400 hours per month that were previously lost to manual email processing. The intelligent classification system ensures we never miss critical communications while filtering out the noise. Our team can now focus on strategic financial analysis instead of sorting through emails all day. The ROI has been exceptional, and we're excited about Phase 2 implementation.”

Senior Manager, Intelligent Automation Development

Pradeepchandra Reddy S C

Data Scientist / Software Engineer II

Pradeep spearheaded the design and implementation of this innovative email automation solution, leveraging expertise in AI classification systems, workflow automation, and financial process optimization. With extensive experience in enterprise automation projects, he successfully delivered a solution that transformed the AP team's operational efficiency and set the foundation for future automation initiatives.