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A cloud ERP move that made invoice capture stronger, not harder

Why Central Otago District Council replaced an unstable legacy extraction tool with Xtracta after moving to MAGIQ Cloud, adding compliance checks and AI learning to its monthly invoice processing.

“With Xtracta, it’s a lot smoother, and the system learns as well.”

Helen Hanson
Business Improvement Specialist, Central Otago District Council

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Red/Green

Automated compliance flags

Invoices a month

Zero

Disruption felt by staff at switchover

the need

Stable capture for a cloud ERP

CODC manages a high volume of supplier invoices each month and needs accuracy, compliance and efficiency. After transitioning to MAGIQ Cloud, its existing extraction tools proved unstable and incompatible with modern authentication.

the CHALLENGE

A legacy tool that couldn’t keep up

The old tool needed constant maintenance, was unreliable, and couldn’t support modern authentication tokens after the cloud move. Limited learning meant diverse invoice formats needed manual workarounds and repetitive rule-building.

Legacy tool

Unreliable, high maintenance

Auth

No support for modern tokens

Learning

Repetitive rule-building per format

Risk

Compliance and audit exposure

the APPROACH

Automate, then verify

Custom compliance checks flag fields red or green before anything reaches MAGIQ.

Recommended and validated

Backed by MAGIQ and positive peer-council reviews.

Seamless integration

Invoices auto-populate MAGIQ with metadata and PDF.

Compliance checks

Bank accounts and POs validated; fields flag red or green.

One-click go

When everything reads green, the operator simply pushes go.

IN THE CLIENT’S WORDS

“”Every time we asked for something, it was done.”

Helen Hanson
Business Improvement Specialist, Central Otago District Council

the outcome

Efficiency, compliance and resilience

Operators review exceptions only, with stronger compliance and remote-ready operations.

Exceptions only

Operators review just the invoices that are flagged.

Stronger compliance

Automated checks guard against errors and fraud.

Work from anywhere

Cloud design supports flexible, resilient operations.

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    Kaipara District Council’s eight-person finance team was transcribing 700–900 invoices a month into its Magiq ERP by hand, with a punishing June year-end spike. By integrating AI-powered Xtracta, the Council cut manual workload by roughly half, freed staff for higher-value work, and set itself up for eInvoicing.

    Read the case study arrow pointing to the right: Kaipara District Council

See what Xtracta can pull from your documents

Whether you’re processing invoices in-house or embedding data capture into your own software, Xtracta turns paper and PDFs into structured, validated data — ready to approve and pay.

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