HOS Safety Group – AI Invoice Controller Agent for freelancer invoices

HOS Safety Group, specialised in fire watchmen and safety professionals, spent 20+ hours per week manually checking around 100 freelancer invoices per month. Each invoice was compared against the planning in Usemate on client, dates, locations, hours, rates and VAT. Errors appeared on 10 to 20 percent of invoices: wrong legal entity, wrong location, incorrect amounts, missing VAT on travel costs. More than half an FTE went to repetitive checking work.

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Our approach

We deployed our existing AI Invoice Agent and configured it for the HOS Safety context. The agent reads PDF invoices, connects to Usemate via browser automation (no API available) and automatically compares planned hours, rates, locations and clients against what is on the invoice. The result per invoice: approved, or a specific notification of the discrepancy.

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Delivered in phases

• Phase 1 (4 to 6 weeks): proof of concept with PDF extraction, Usemate connection and validation on real invoices
• Phase 2 (about 2 weeks): logging, duplicate detection and audit trail
• Phase 3 (about 2 weeks): integration with email or form, notifications and dashboard

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Results

• Invoice checking from 20+ hours per week to 2 to 4 hours per week, freeing 16 to 18 hours per week for higher-value work
• Processing time per invoice from 5 to 10 minutes to less than 1 minute
• Consistent automated error detection instead of manual and error-prone work
• Automatic duplicate detection from phase 2 onward
• Scalable to 150 invoices per month without additional staff

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Business case

At an internal rate of 35 euro per hour, annual savings are around 32,200 euro on a one-time investment of 9,000 euro and 3,600 euro per year in ongoing costs for hosting, licensing, LLM usage and the Usemate connection. Beyond the time savings, we deliver consistency in checking, faster turnaround, fewer back-and-forth exchanges with freelancers and a scalable freelancer pool without additional back-office capacity.