National Maintenance Company looks to streamline their
invoice to pay process through automation and AI solutions.
Maintenance /System Integration
Client Background
This US-based maintenance company has been operating for over four decades and provides janitorial and facilities services for over 400 locations daily.
The Challenge
The organization’s primary problems were in relation to the management of vendor-related back-office operations, namely: a lack of visibility, accountability, and slow response times, all of which resulted in the company having to pay late fees.
This leading company was struggling with a slow and heavily manual Invoice-to-Pay process. Their Accounts Payable team was overwhelmed with tasks like handling invoice rejections and approvals, updating invoice statuses, performing 3-way matching, and entering data into their ERP system. These repetitive steps not only consumed time and resources but also increased the risk of human error. The company needed a solution that could bring efficiency without requiring a major investment in new software or systems.
Our Approach
Integrātz stepped in with its Hyperstack Automation Framework™, designed to simplify and automate work using Robotic Process Automation (RPA) and AI technologies delivered through the Software-as-a-Service (SaaS) distribution model. The approach focused on enhancing the company’s current tools, including their ERP system, email platform, and a recently adopted Smartsheet system, rather than replacing them.
Through a close collaboration with the company’s Accounts Payable division and existing technology partners, Integrātz built a series of intelligent automations using UiPath and Microsoft Power Automate. These digital workers (software bots) were deployed to handle the full lifecycle of an invoice, from intake to payment.
The first part of the automation captured incoming invoices from the company’s email inbox. Using Microsoft Azure AI Document Intelligence, the bots could read and extract all necessary details from the invoices, then enter them into Smartsheet for tracking and workflow processing. If an invoice was tied to a purchase order, the bot checked the ERP system to compare totals. If the invoice matched the purchase order, the status was updated in Smartsheet automatically. Once approved, another digital worker entered the final invoice data into the ERP system, ensuring it was accurately recorded in the company’s General Ledger, the system that tracks all financial activity.
One of the most time-consuming steps, preparing check batches for payment, was also automated. A bot created these batches weekly, which a team member could easily review and approve before printing. Finally, another digital worker verified whether invoices had been paid and updated both Smartsheet and the ERP system accordingly.
To keep everything running smoothly, Microsoft Power Automate was used to schedule and trigger bot runs both daily and on demand. It also sent email notifications to the team whenever an invoice was successfully processed or if an issue required attention, helping ensure nothing fell through the cracks.
But Integrātz didn’t stop at process automation. To provide the company with full visibility into their improved process, they connected key data sources into Power BI dashboards. These dashboards gave the company clear, real-time insights into invoice volumes, success rates, vendor payment trends, weekly spending, and more.
The result was a highly efficient, low-touch Invoice-to-Pay process that reduced manual effort, improved accuracy, accelerated processing times, and gave the team access to data-driven insights, all without a large capital investment. Integrātz helped turn a once-burdensome process into a streamlined, intelligent operation setting the company up for long-term success.
Technology
UI Path
Power Automate
Azure Key Vault
Smartsheet
Azure AI Document Intelligence
Results
Reduced Process Cycle Time by
0%
↓80%
Reduced Manual Labor by
0 FTE
↓1 FTE
Improved Accuracy by
0%
+70%
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