How Qolaig automates the processing of 300+ invoices a week at Pan Distribution

Introduction

According to several industry analyses published in 2026, automated bank reconciliation saves between 70% and 85% of the time accounting teams usually spend on this task. That's exactly the time savings Pan Distribution set out to capture by bringing in Qolaig to design an automatic invoice reconciliation tool, connected to Cinego, the reference industry platform for the media and entertainment sector.

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The problem: hundreds of invoices processed by hand every week, for a result a machine can produce in seconds

Pan Distribution's accounting and distribution teams spent several hours every day manually reconciling invoices, one by one, comparing bank statements against invoices available on Cinego. More than 300 invoices were processed each week through this process: repetitive, time-consuming work, and particularly exposed to data entry errors and duplicates.

This wasn't a skills problem, it was a design problem: assigning skilled employees a task that automation can perform more reliably and in a fraction of the time is an operating cost that no longer makes sense in the age of AI applied to accounting.

Ahead of the project, several key challenges were identified together with Pan Distribution's teams:

• Eliminate the time spent manually reconciling bank statements and Cinego invoices
• Reduce the risk of errors and duplicates linked to manual data entry
• Free up accounting teams for higher-value tasks
• Streamline invoice processing without changing existing tools

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Qolaig's solution: an automatic reconciliation agent connected to the existing environment

Qolaig developed an automatic invoice reconciliation tool directly connected to Pan Distribution's existing work environment. The goal: to make bank reconciliation an invisible, reliable process that no longer requires any human resources outside of exception cases.

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01. Importing the bank export

The user simply imports the bank statement export into the tool. That's the only action required on their part: the system handles the rest of the process end to end.

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02. Automatic reconciliation with Cinego invoices

The tool automatically queries Cinego, identifies the invoices matching each line of the bank statement, and processes the reconciliations line by line. Matches are established based on amounts, references, and dates, with no manual intervention and no risk of missed items or duplicates.

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03. Exception handling

Only the lines that can't be automatically reconciled are escalated to the team for handling. The rest — the vast majority of cases — is processed without anyone needing to get involved, which naturally refocuses human attention where it adds the most value: ambiguous or unusual cases.

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A universal use case for any accounting or finance function

Automated bank reconciliation is one of the most cost-effective and fastest use cases to deploy, regardless of industry — in fact, we rank it among the 15 AI agents to deploy first in a company, thanks to its rare combination of high volume, already-structured data, and immediately measurable impact.

The same principle applies in finance, insurance, logistics, or industry: automatically matching documents against each other (invoices, purchase orders, statements) rather than having every line checked manually. Our guide on agentic automation covers in more depth why this type of task — repetitive, with structured data, low variability — is an ideal starting point for a company's first AI agent project.

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The results achieved

• 300+ invoices reconciled automatically every week
• Several hours saved daily on accounting processing
• 0 duplicates or data entry errors on automatically processed reconciliations
• Accounting teams refocused on complex cases and higher-value work

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Return on investment

Before the solution, every workday began for the accounting teams with a long, repetitive, low-value task. By fully automating this process, Pan Distribution recovers several hours of productive capacity every week — time given back to employees whose expertise deserves better than manual data entry.

Beyond the time saved, it's the reliability of the process that fundamentally changes. Manual reconciliation across 300 weekly invoices mechanically leaves room for errors, missed items, and duplicates. An automated system applies the same rules, with the same rigor, to every single line, and doesn't make mistakes because it's tired or in a hurry. For a company whose cash flow depends on smooth invoice processing, that's an operational guarantee as much as an efficiency gain. Our guide on the price of an AI agent in the enterprise covers how to quantify this type of gain beyond just the time freed up.

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FAQ

Do you need to change your existing tools to automate invoice reconciliation?

No — one of the key principles of this type of project is to connect to the tools already in place (here, Cinego and the existing bank export) rather than imposing a new platform on teams.

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What happens when an invoice can't be automatically reconciled?

These minority cases are automatically escalated to the accounting team for targeted manual handling — the goal isn't to automate 100% of everything, but to focus human attention on the cases that genuinely need it.

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Is this type of automation limited to companies using Cinego?

No, the logic of automatically matching a bank statement against an invoicing platform applies to any business tool, as long as it exposes the necessary data (amounts, references, dates) in an accessible way.

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What invoice volume justifies this type of project?

There's no universal threshold, but the higher the weekly or monthly volume of invoices to reconcile, the faster and more obvious the return on investment becomes to measure.

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Take action

This project illustrates a simple but often overlooked principle: a repetitive, high-volume task with structured data is almost always an excellent candidate for a company's first AI agent project, regardless of industry. If your accounting or finance team still spends significant time on manual reconciliation, that's exactly the kind of problem our Workshop → Build → Run methodology is designed to solve. Let's talk about your project.