Urbanis automates its invoicing process in the AI era with the Compleo Invoice Platform

Urbanis, a company with around 15 branches and 30 offices employing over 600 people, faced the major challenge of centralizing and automating the management of its supplier and customer invoices. The company aimed to achieve several objectives: optimizing costs, tracking spend, complying with upcoming electronic invoicing rules, and strengthening data security.

Step 1: Data centralization and ERP migration

First, Urbanis launched a major transformation by strategically migrating to the new AKUITEO ERP. The goal of this initiative was to support growth and business development in France, which required a reassessment of the organization and its existing IT systems. 

The company took this step to centralize data across its branches and to speed up the processing of a large volume of supplier invoices. This was a key factor that prompted the company to replace its decentralized system in favor of the new ERP, which has been operational since January 1, 2024. 

Step 2: Automating Supplier Invoice Management: Choosing Compleo Invoice Platform  

At the same time, Urbanis wanted a solution to receive, validate, and integrate all supplier invoices, regardless of the office or department.

The company selected Symtrax’s solution, Compleo Invoice Platform (CIP), which provides:

• AI-based collection and verification of billing data
• Invoice validation
• Payment tracking, including IBAN verification

In addition, CIP’s bidirectional functionality checks and compares incoming information with the data stored in the ERP. If it detects inconsistencies between a received invoice and the supplier information in the ERP, the software immediately flags them.

CIP is not intended to replace the accountant; rather, it serves as a decision-support tool that requires the accountant’s manual intervention to ensure data accuracy and approve payment.

CIP integrates directly with the AKUITEO ERP via APIs, ensuring smooth communication between systems, creation of financial records, and secure archiving through a digital vault

Monitoring spending commitments

Before implementing CIP, managing expense commitments involved up to 40 employees across the group’s various offices and companies. This fragmentation slowed invoice approvals and complicated budget management.

The new system now enables automatic matching of office orders with invoices received at headquarters, providing increased visibility into spending commitments and allowing full tracking of the invoice lifecycle.

“Choosing the Compleo Invoice Platform has been a significant advantage, as it has streamlined the work of approximately 40 people who previously processed incoming supplier invoices. The efficiency gains and operational simplification have been substantial.” — Sebastien Garcia, CIO at Urbanis

Step 3: Automating Invoice Submission to Chorus Pro

Another strategic focus was automating invoice issuance to Chorus Pro, which is essential for Urbanis, as 90% of its customer invoices are intended for the public sector.

Before CIP, this task was manual and time-consuming: generating PDFs, attaching supporting documents, and uploading them to the French Government portal. The process took a lot of time and included the risk of errors and omissions.

Today, thanks to CIP:

• 200 monthly invoices for public entities are automatically generated and submitted to Chorus Pro.
• Processing time per invoice has been reduced by approximately 5 minutes
• Cash receipts are faster, improving cash flow and reducing the number of unpaid invoices.

“All timelines are shortened. There is almost no delay between issuing the invoice and receiving it by the customer on Chorus. We can anticipate the collection of all these invoices, and this has a direct impact on our cash flow.” — Sara, accounting manager at Urbanis

Step 4: Compliance with the 2026 electronic invoicing reform

Urbanis has also taken this opportunity to prepare in advance for the 2026 electronic invoicing mandate. By partnering with Symtrax, positioned as an Approved Platform (Plateformes Agréées), the company can ensure immediate and sustainable compliance with upcoming regulatory requirements.

This transition to electronic invoicing significantly strengthens the security of invoice flows, especially in the face of increasing risks related to cyberattacks and identity fraud. CIP enables Urbanis to verify that it is communicating with the correct suppliers by checking their registration within the ERP system. The solution also restricts administrative access to authorized finance personnel only, further protecting the organization against identity theft or fraudulent activity.

Key results

With the Compleo Invoice Platform, Urbanis has successfully addressed its invoicing challenges, improving operational efficiency, strengthening transaction security, and ensuring full readiness for the electronic invoicing mandate.

• Compliance assured for the 2026 reform
• Supplier invoice processing time reduced by two-thirds
• + 200 invoices issued each month to Chorus Pro, with a time saving of approximately 5 minutes per invoice
• 190 CIP users
• 100% satisfaction from the accounting team