Accounts payable · Production

Aperia Technologies eliminates manual AP double-entry with Stampli automated invoice matching

The problem

Aperia Technologies spent three-quarters of AP time processing only a third of invoices due to manual double-entry into Excel and NetSuite, the CFO lacked visibility into invoice approval email threads, and invoices frequently routed to the wrong approver and bounced back to AP.

Workflow diagram · grounded in source

Invoice uploaded to Stampli

trigger

“Now with Stampli, we can upload the invoice and have it sit in pending status”

Automatic line-by-line matching

ai_action

“with Stampli automatically matching up the inventory receipts line by line, we just need to verify they're correct”

Pending invoice queue pop

routing

“Stampli tells us when the matching item receipt has arrived – it just pops to the top of the queue saying 'Hey, this invoice is ready to be entered now.'”

Approver routing and handoff

routing

“approvers can now hand off invoices to the correct person themselves. When you're dealing with manufacturing and engineering, you might have 15 different people ordering from the same vendor. If we send it to the wrong engineer for appro…”

Automatic approval reminders

output

“the automatic reminders for pending approvals mean we don't have to chase people down anymore”

NetSuite integration

integration

“Now we just click a link and it takes us straight to the invoice. Having that direct connection between Stampli and NetSuite means everything is properly linked and accessible right when we need it.”

Centralized communication threads

output

“Having all our invoice-related communication centralized in Stampli has been super helpful for month-end reviews. Our CFO can now look directly at the communication threads”

Reported outcome

AP time for inventory invoices became proportional — about a third of time for a third of invoices — manual spreadsheet tracking was eliminated, the CFO gained direct visibility into approval threads, and automatic reminders ended the need to chase approvers.

Reported metrics

AP time for inventory invoices (before)three-quarters of our AP time just to process about a third of our invoices

AP time for inventory invoices (after)about a third of our time for a third of our invoices

Document management timesaved us a ton of time just in document management alone

Reported stack

StampliNetSuiteExcel

Source

https://www.stampli.com/case-studies/aperia-technologies

Read source ↗

Frequently asked questions

What did this team achieve with this AI workflow?

AP time for inventory invoices became proportional — about a third of time for a third of invoices — manual spreadsheet tracking was eliminated, the CFO gained direct visibility into approval threads, and automatic re…

What tools did this team use?

Stampli, NetSuite, Excel.

What results were reported?

AP time for inventory invoices (before): three-quarters of our AP time just to process about a third of our invoices; AP time for inventory invoices (after): about a third of our time for a third of our invoices; Document management time: saved us a ton of time just in document management alone (source-reported, not independently verified).

How is this accounts payable AI workflow structured?

Invoice uploaded to Stampli → Automatic line-by-line matching → Pending invoice queue pop → Approver routing and handoff → Automatic approval reminders → NetSuite integration → Centralized communication threads.