Case Study: Automating Accounts Payable with AP Robot.PLUS™

Automating Accounts Payable with AP Robot.PLUS™

A Journey of Automation and Success

“Before AP Robot.PLUS™, everything was hand-keyed, and retrieving invoices was a nightmare—now, automation handles it all for us.”

Case Study: Automating Accounts Payable with AP Robot.PLUS™

OVERVIEW

A mid-sized company faced inefficiencies in its Accounts Payable (AP) process, relying heavily on manual tasks that slowed down operations and burdened the AP department. After the company hired a new leader familiar with AP automation tools integrated directly with SYSPRO, AP Robot.PLUS™ was identified as the ideal solution to streamline AP processes, reduce errors, and improve productivity. The project sought to address these challenges while aligning with the company’s cost-saving and efficiency goals.

BUSINESS CHALLENGES

• Manual processes
• Physical document filing
• Tedious matching tasks
• Time-consuming invoice retrieval

✅ Improve Efficiency

The company wanted to reduce the time spent on manual data entry, filing, and 3-way matching, allowing the AP team to focus on more value-added tasks.

✅ Enhance Accuracy & Visibility

The goal was to reduce errors in invoice matching, especially in terms of pricing discrepancies, and improve the accuracy of data entry.

✅ Streamline Document Retrieval

The company aimed to enable easy retrieval of past invoices through a digital solution, eliminating the need for manual searches in physical filing systems.

“With AP Robot.PLUS™, we’ve automated over 90% of our invoices, freeing up time for more value-added tasks.”

SOLUTION IMPLEMENTED

The company implemented the AP Robot.PLUS™ to automate key AP processes, including invoice data entry, matching invoices to purchase orders (POs), and posting transactions. This automation reduced the need for manual intervention, particularly with three-way matching. In addition, the system was deployed to digitize and store invoices, making them accessible to all relevant stakeholders. Employees could easily search for invoices by PO or supplier, allowing for faster resolution of inquiries and eliminating the need to physically search through filing cabinets.

CONCLUSION

The implementation of AP Robot.PLUS™ significantly transformed the company’s AP process. By automating 80%+ of invoice matching, the company freed up AP staff to focus on strategic tasks, resulting in improved productivity. This allowed for quicker and easier retrieval of invoices, enhancing the overall workflow. The company also saw improvements in data accuracy, with fewer pricing mismatches and a more up-to-date PO system. Additionally, the cost-effectiveness and strong references from other users of AP Robot.PLUS™ further justified the decision. Overall, the project achieved its goals of increased efficiency, better accuracy, and easier document retrieval, providing a robust foundation for further process optimizations.

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About the Author:

Stephanie is the marketing guru at DASH. For over 20 years, DASH has been authoring, delivering, and supporting DDX™ and AP Robot™, its ERP-integrated software to small and mid-sized manufacturing and distribution companies throughout the USA and beyond.

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