Accounts payable · Production

America's Auto Auction uses Stampli's Billy AI to process 32,000 invoices/month and scale without adding headcount

The problem

America's Auto Auction's finance team processes roughly 32,000 invoices a month through fully manual workflows — invoices arrived in shared email inboxes, sometimes bundled in a single PDF, requiring manual extraction, download, and import into their ERP with no real-time visibility into approval status.

First attempt

The legacy system had no ERP connection, requiring hours each day of manual data extraction and import, and managers had no real-time visibility into invoice status or approvals.

Workflow diagram · grounded in source
1
Invoices arrive in shared inboxes
trigger
“Invoices were coming into shared email inboxes, sometimes multiple invoices in one PDF”
2
Billy AI selects invoice fields
ai_action
“With over 12,000 vendors, having Billy choose the right vendor name, invoice date, and description saves us a lot of time”
3
Tray-based GL pre-coding
routing
“Once you create your 'trays', you can code them however you want. If it's standard and always tied to a certain company or GL code, we set that upfront. That means invoices are already coded when they hit the queue”
4
Specialist invoice keying
human_review
“our specialists can key an invoice in under a minute instead of downloading, importing, and rekeying everything”
5
Dynamics 365 ERP sync
integration
“Stampli was the only platform we found that could directly connect with our ERP, and that alone saved us at least 10 hours a week”
6
Audit-ready record retrieval
output
“If auditors ask for invoices, I can select ten and download them immediately”
Reported outcome

Stampli saved at least 10 hours a week through direct ERP integration, enabled specialists to key invoices in under a minute with pre-coded fields, and allowed the business to scale across more than 50 auctions without increasing headcount.

Reported metrics
Invoices processed per monthroughly 32,000
weekly time saved via ERP integrationat least 10 hours a week
Invoice keying time per specialistunder a minute
Headcount growth requireddidn't have to increase headcount to keep up
Show all 6 reported metrics
invoices processed per monthroughly 32,000
weekly time saved via ERP integrationat least 10 hours a week
invoice keying time per specialistunder a minute
headcount growth requireddidn't have to increase headcount to keep up
vendor count handled by Billyover 12,000
auctions managed on one platformmore than 50
Reported stack
StampliBillyMicrosoft Dynamics 365
Source
https://www.stampli.com/case-studies/americas-auto-auction
Read source ↗

Frequently asked questions

What did this team achieve with this AI workflow?

Stampli saved at least 10 hours a week through direct ERP integration, enabled specialists to key invoices in under a minute with pre-coded fields, and allowed the business to scale across more than 50 auctions withou…

What tools did this team use?

Stampli, Billy, Microsoft Dynamics 365.

What results were reported?

Invoices processed per month: roughly 32,000; weekly time saved via ERP integration: at least 10 hours a week; Invoice keying time per specialist: under a minute; Headcount growth required: didn't have to increase headcount to keep up (source-reported, not independently verified).

What failed first in this deployment?

The legacy system had no ERP connection, requiring hours each day of manual data extraction and import, and managers had no real-time visibility into invoice status or approvals.

How is this accounts payable AI workflow structured?

Invoices arrive in shared inboxes → Billy AI selects invoice fields → Tray-based GL pre-coding → Specialist invoice keying → Dynamics 365 ERP sync → Audit-ready record retrieval.

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