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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.

Read more Customer Stories

  • McCallums Group

    McCallums was losing 90 hours a month to manual invoice processing. They switched to Xtracta through their ABM accounting software and the entire AP workflow changed. Invoices are captured automatically. The team sees performance data in real time instead of waiting for month-end. 90 hours back, every month.

    Read the case study arrow pointing to the right: McCallums Group

  • Paperless Environments

    Paperless Environments’ construction clients were trapped by template-based OCR that broke whenever a subcontractor changed an invoice format — so only 4–5% used it. After embedding Xtracta’s self-learning AI into its pVault platform, manual data entry dropped 60–70% and OCR adoption among new clients soared from 5% to 70%.

    Read the case study arrow pointing to the right: Paperless Environments

  • Prospend

    Prospend needed document capture that could handle invoices and receipts for a global customer base. They chose Xtracta for the technology, the pricing, and the hands-on support. The white-label platform went live quickly, branded as Prospend’s own, and has been running reliably ever since.

    Read the case study arrow pointing to the right: Prospend

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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