Client

Global Big 4 consulting firm • Multi-state property tax operations • Hundreds of jurisdictions

Challenge

The client managed high volumes of physical mail (tax bills & assessment notices) arriving at multiple locations, each with different formats and structures. Manual sorting, data entry, and cross-system updates created bottlenecks during tax season, increasing the risk of missed deadlines, penalties, and inconsistent records across ERP and tax payment platforms.

Solution

1) Centralized physical mail handling

• Consolidated intake from regional mailrooms and PO boxes.

• Barcode/QR intake + image capture to digitize envelopes and contents.

2) Automated identification & categorization

• AI models detect jurisdiction, document type (bill, notice, appeal), tax year, parcel/account IDs.

• Rules + NLP handle edge cases and route exceptions to review.

3) Intelligent AI-powered data extraction

• OCR + layout/spatial parsing extracts remittance, installment dates, assessed values, mill rates, penalties, and remittance stubs.

• Confidence scoring with human-in-the-loop review for low-confidence fields.

4) End-to-end integration

• Bi-directional connectors push clean data into tax payment systems and ERP (GL coding, vendor records, payment groups).

• Status and audit trail synchronized back to a centralized dashboard.

Controls & Validation

• Semantic, logical, and contextual checks (amount due vs. assessed value, due dates vs. jurisdiction calendars).

• Exception queues with “MISMATCH,” “MISSING DATA,” and “LATE NOTICE” alerts.

• Full audit trail: source image, extracted fields, reviewer actions, and system updates.