How global contingent workforce provider validates financial data against contracts at scale
Stronger controls and fewer risks with over 11M financial records validated annually with AI
STAFFING
CASE STUDY
AI-driven validation safeguarded revenue and reputation while improving billing accuracy across thousands of contracts
A global workforce solutions provider transformed its financial operations by deploying the Hercules platform. The firm now validates more than 11 million financial records annually against contract terms, correcting over 23,000 discrepancies before invoices are sent. The result: stronger compliance, faster invoice cycles, and a measurable reduction in financial and reputational risk.
Manual contract review was slowing billing and exposing the business to financial losses
The company manages tens of thousands of complex client and supplier contracts, each with unique fee structures and frequent amendments. Finance teams were tasked with ensuring invoices aligned with these terms, a process that depended on manual reviews, macros, and partial automation. At scale, this approach broke down. Teams faced weekly fire drills to validate billing data, creating delays, audit risk, and millions in potential revenue leakage.
Inaccuracies undermined client trust and strained internal resources
Errors in billing carried significant consequences. Overbilling damaged client relationships and created reconciliation costs, while underbilling meant the firm absorbed supplier losses. The inability to validate every contract term before invoicing created constant exposure during client and third-party audits. Operationally, the finance team was overextended, consultants were caught in rework cycles, and friction grew between Finance, Legal, and Client Services as missing or outdated contracts surfaced.
The Hercules platform automated contract validation and created proactive financial operations
To address these challenges, the firm deployed the Hercules platform to extract, standardize, and enforce financial terms at scale. AI models parsed both structured and unstructured contracts, building a library of over 24,000 enforceable rules. Billing data was validated against this library, with discrepancies flagged and corrective actions recommended before invoices were generated. The platform integrated directly with the company’s contract repository, ensuring analysts had real-time access to current terms.
Within the first three months of deployment:
7,000+
discrepancies were flagged and corrected before invoicing
100+
client accounts were reviewed with high accuracy
50+
analysts adopted the platform weekly, many reporting they could become proficient under an hour
Billing cycles became faster and more predictable, with fewer last-minute adjustments. Analysts quickly recognized the shift: instead of finding problems after invoices were sent, they were catching and fixing issues earlier in the process. Leadership emphasized that this wasn’t just about efficiency—it was about protecting revenue, maintaining trust, and achieving compliance standards that would be impossible through manual review alone.
Business Results:
-
Over 23,000 proactive corrections made annually before invoicing
-
11 million+ financial records validated annually with AI
-
Faster turnaround on invoice cycles, reducing rework and late adjustments
-
Audit readiness improved, with stronger controls and traceable validation logic
-
Reputational risk reduced, with fewer billing disputes and client escalations
Building a foundation for future innovation
The Hercules platform has become critical infrastructure for financial operations. By shifting from reactive validation to proactive enforcement, the company has reduced operational strain, improved cross-team collaboration, and enhanced its sales messaging, positioning AI-backed billing accuracy as a differentiator in client conversations. With scalable AI validation in place, the firm is exploring new use cases across finance and operations, confident that its billing practices are now faster, more accurate, and more resilient than ever.