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AI
Fintech
Legacy Modernization

Streamlining Expense Management: AI-Driven Check Scanning with Google Document AI

From paper checks to platform: automated, accurate, and built to scale.
Project Overview

About the Client

Their system supports corporate expense tracking across both digital and paper payments, allowing businesses to unify spend visibility and streamline reimbursement processes. As their client base expanded, so did demand for handling non-digital transactions — particularly traditional paper checks — within the same interface.

Spendbase is a B2B Expense Management Platform

Based in Delaware, USA

Expanding Functionality to Support Paper-Based Payments

Many of Spendbase’s corporate clients continued using paper checks for vendor payments. To improve their product’s relevance and user experience, they needed to extend the platform to support AI-powered check scanning and data extraction. While their team had strong capabilities in digital transactions, they lacked the AI and document processing expertise required for this addition.

That’s where Inspirit came in — to deliver an intelligent, integrated solution within a tight timeline.

We faced two major challenges during the project

Urgent delivery timeline

Enterprise customers had been waiting for this functionality, making quick delivery essential. The challenge was to implement and integrate the check-scanning workflow fast — without compromising on quality or maintainability.

Urgent delivery timeline

Enterprise customers had been waiting for this functionality, making quick delivery essential. The challenge was to implement and integrate the check-scanning workflow fast — without compromising on quality or maintainability.

Our Strategy to Deliver an Accurate, Scalable Solution

To overcome these challenges, we applied the Pareto principle (80/20) — investing most of the project timeline into research, tool testing, and sample data validation. This allowed us to move fast once development began.

We led a collaborative discovery process involving Spendbase’s technical and product teams. Together, we aligned scope, chose the optimal AI toolkit (Google Document AI), and ensured seamless integration into their existing expense management platform.The work was carried out by a compact cross-functional team at Inspirit, including a Python engineer, solution architect, QA specialist, and delivery lead — ensuring both speed and clarity from discovery to deployment.

Python Microservice for Check Processing

Developed a dedicated microservice to isolate check scanning logic and ensure platform modularity.

Google Document AI Integration

Used the Python Client to automate data extraction from scanned checks — parsing fields like names, amounts, and memo lines with high accuracy.

File Upload & Conversion System

Enabled users to upload check images, convert them to PDFs, and trigger processing automatically.

Expense Sync Across Channels

Unified check-based payments with Spendbase’s digital expense system — allowing clients to manage all expenses from one interface.

Testing & QA with PyTest

Implemented unit test coverage using PyTest and performed manual QA to ensure robustness under real-world usage.

Documentation & Handover

Created user-facing and technical documentation. Conducted training for Spendbase’s internal developers to manage future updates.

Results & Impact

Expanded Platform Capability

Spendbase now supports both digital and paper-based expenses in one unified interface — without disrupting existing workflows

Rapid Feature Rollout

Delivered a production-ready AI integration on a tight timeline, meeting urgent client demand without cutting corners

Intelligent Data Processing

Automated check scanning dramatically reduced manual entry, boosting accuracy and freeing up operational time

Customer Confidence

Clients who had been waiting for this feature adopted it quickly, strengthening satisfaction and reducing churn risk

Seamless Internal Handover

Comprehensive documentation and team training enabled Spendbase’s engineers to maintain and scale the feature in-house

Conclusion

By integrating AI-driven check scanning into Spendbase’s platform, Inspirit helped close a key functionality gap — bridging the world of traditional payments with modern expense automation. The new feature not only met client expectations but also improved platform stickiness and positioned Spendbase for future enhancements. Based on this success, our collaboration continues across ongoing feature releases and long-term platform optimization.

Tools & Technologies

Google Cloud Platform
Python
PyTest
REST API
Google Cloud Platform
Python
PyTest
REST API
Google Cloud Platform
Python
PyTest
REST API

"They excel at making business-oriented decisions and are genuinely invested in the success of our project."

Aram Atanesyan
Marketing Manager
full review on Clutch
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