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AI-Powered Workflow Automation for Brokerage Payments
Learn how a leading European brokerage firm automated payment confirmation processing with AI, API integrations and automated exception handling.
Overview
InterCapital Securities, a leading brokerage firm in Croatia, faced a significant manual workload when processing client payment confirmations received by email as PDF attachments.
Manual verification and posting delayed clients' access to their funds and introduced the risk of human error when allocating funds within the internal brokerage system.
By automating the intake and verification of these documents with ByteChef, InterCapital Securities provides clients with faster access to their trading funds while allowing back-office staff to focus exclusively on complex exceptions and non-standard payment types.
| Industry | Financial Services, Brokerage Services, Asset Management and Investment Advisory |
|---|---|
| Company | InterCapital Securities, part of InterCapital Group |
| Region | HQ in Zagreb, Croatia; subsidiary in Ljubljana; licensed to provide investment services across numerous EU and EEA countries. Business focus on the markets of Southeast Europe and beyond. |
| Digital / operational maturity | High and evidenced by long-standing market leadership, a proprietary core system and continued investment in technology and established operational processes. |
| Relevant department | Back Office |
| Core system in use | A proprietary brokerage system, a complex Order Management and Portfolio Management System (OMS/PMS) developed specifically for the InterCapital Securities' operations. |
Business challenge
Clients often face delays in accessing trading funds, as funds become available only after settlement later that day or on the following day.
Manual checks and postings increase the risk of human error while creating additional operational overhead.
Employees spend valuable time on repetitive administrative work instead of focusing on higher-value activities.
Technical challenge
A key technical challenge was determining which Large Language Model (LLM) should support the solution. The client had to choose between two fundamentally different approaches, with the decision affecting the overall architecture, integration effort, cost structure and long-term maintainability of the solution.
Locally hosted LLM
- Full control over data security and compliance
- Higher infrastructure and maintenance costs
- Requires in-house technical expertise to operate and scale
Third-party LLM service (selected approach)
- Faster deployment and easier scalability
- Lower upfront infrastructure investment
- Potential concerns regarding data privacy, regulatory compliance, and vendor lock-in
Bottlenecks & pain points
The primary bottleneck is the manual processing of client payment confirmations. Employees verify each sender’s VAT and payment details by hand, with no automated safeguard against duplicate entries.
The goal is to eliminate this manual work with an intelligent assistant that automates verification and posting end to end, with a built-in control to prevent duplicate entries.
Handling non-automatable exceptions
Some cases cannot be reliably automated, including payments from unverified VATs, third-party payments and confirmations submitted as HUB3 forms, which the AI can't reliably interpret.
These cases are flagged for an employee to review individually.
Requirements
The solution needed to fit within InterCapital Securities' existing technical and operational environment while meeting its security, compliance and integration requirements:
Self-hosted deployment
ByteChef runs on-premise, installed directly on the client's own server within its infrastructure.
API-based integration
The client's proprietary brokerage system (OMS/PMS) exposes an API, simplifying integration with ByteChef.
Secure VPN connection
The ByteChef team handled the initial setup, deploying ByteChef and connecting it to the internal system through a secure VPN connection.
Security & compliance
On-premise deployment keeps all client and payment data within the firm's own infrastructure, supporting its data protection and regulatory requirements.
Solution Architecture
ByteChef orchestrates the entire flow end to end. When a new email triggers the workflow, an LLM reads and classifies the attached document, the internal brokerage system is queried to verify and post the payment and built-in controls catch duplicates or flag anything that requires human review.
Integrations & automation logic
The workflow connects three systems: Microsoft Outlook 365 for email intake, Mistral AI to read and classify each document and the internal brokerage system to verify and post payments.
Step 01
Trigger
A new email in Outlook triggers the process.
Step 02
Understanding
Mistral AI interprets and validates the attached document, then classifies it.
Step 03
Verification & posting
The internal brokerage system is queried to verify the sender's VAT and store the posting.
Step 04
Controls
A duplicate-prevention control blocks repeat payments, while non-automatable cases raise an alert for manual handling.
Implementation timeline
The project began with InterCapital Securities' formal proposal for an AI solution pilot in their brokerage operations, followed by a period of close collaboration between the ByteChef and InterCapital Securities teams focused on technical setup, testing and data provisioning.
While pilot preparation extended over several months due to various dependencies, the core workflow setup is designed for rapid deployment. With all data and client responses delivered without delay, the entire workflow can be fully operational within one to two weeks.
Outcome & Results
During the May 2026 pilot, the automation processed client payment confirmations end to end, transforming back-office operations as follows:
| Before | After |
|---|---|
| Every payment manually verified and keyed into the system | Standard payments verified and posted automatically |
| Risk of duplicate postings and human error | Built-in duplicate-prevention control |
| Staff time consumed by repetitive data entry | Staff focus on complex exceptions and higher-value work |
| Delayed access to trading funds | Faster fund availability for clients |
By automating the repetitive parts of payment processing, ByteChef removed a manual bottleneck without changing the way the brokerage operates. The result is a workflow that handles routine payments automatically, keeps controls in place and gives employees more time to focus where their expertise is needed.
Find out what you can automate
Tell us about the processes slowing your team down and we’ll show you how ByteChef can fit into your existing systems and turn repetitive work into automated workflows.