Animated Visual Path for Invoice Status Tracking
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Solution Overview
Problem
Current document management systems lack a step-wise visualization method for tracking the status of documents, making it difficult for users to intuitively monitor the progress of document processing, particularly in industries like legal spend management and document tracking, where high labor costs and variability in auditor interpretation are prevalent.
Innovation Solution
A non-transitory machine-readable media and computer-implemented method that displays the status of documents through an animated graphical user interface, using a line divided into quadrants with symbols representing new, uploaded, issue, ready-to-submit, and submitted invoices, allowing for intuitive visualization of invoice management on a display screen.
Engineering Contradictions & Design Principles
Engineering Contradiction Analysis
1Ease of operation
If traditional document management systems are used, then document processing can be performed, but the status tracking is not intuitive and requires manual monitoring
Solution Approach 1:
The document processing workflow is segmented into distinct quadrants (new, uploaded, analyzed, submitted) along a visual path. Each quadrant represents a specific processing stage, allowing users to easily track document status by observing which quadrant documents occupy. This segmentation transforms abstract processing states into concrete visual positions.
Solution Approach 2:
The patent adds a spatial dimension to status tracking by arranging document states along a visual path divided into quadrants. Instead of using traditional flat status indicators, documents are positioned along a journey path that visually represents their progression through processing stages, adding depth and context to status information.
2Reliability
If manual auditing of invoices is performed, then compliance can be ensured, but labor costs are high and interpretation varies by auditor
Solution Approach 1:
The system enables automated self-auditing of invoices through machine learning algorithms that automatically analyze invoice compliance against contractual guidelines. The visual path system tracks which invoices are being automatically processed versus those requiring human review, allowing the system to serve itself for routine compliance checks while reserving human auditor attention for complex cases.
Solution Approach 2:
The patent replaces the mechanical process of manual invoice auditing with automated machine learning-based analysis. The visual interface shows the transition from manual to automated processing, with the system substituting human labor for algorithmic compliance checking, thereby reducing costs and improving consistency.
3Loss of information
If supervisors manually monitor invoice processing, then progress can be tracked, but time is consumed and visibility is limited
Solution Approach 1:
The visual path system provides continuous automatic feedback to supervisors about invoice processing status. As invoices move through quadrants, the system automatically updates the visual representation, giving supervisors real-time visibility without requiring manual checks. The animated movement of icons along the path provides intuitive feedback on processing speed and bottlenecks.
Solution Approach 2:
The visual path interface acts as an intermediary between the automated processing system and the supervisor. Instead of supervisors directly monitoring complex system logs or databases, the intermediary visual representation translates processing status into easily interpretable icon positions along a path, providing clear visibility without requiring supervisor time investment.
Data Source
AI summary
A unique animated graphical user interface for improving the tracking of documents is described herein. The user interface comprises of symbols that move across a line to represent the status of that document. The line may be separated into quadrants. To facilitate this graphical user interface, a non-transitory machine-readable media is programmed to store invoices in a list in a database and count the number of invoices in each quadrant in the list in the database. The first quadrant may include a representation of the number of new documents that are not yet uploaded. The second quadrant may include a representation of the number of uploaded documents that may not be able to process without further analysis. The third quadrant may include a representation of the number of uploaded documents that have been automatically processed by the software and are ready to submit electronically. The fourth quadrant may include a representation of the number of documents submitted electronically.