Accounts payable · Production

Aperia Technologies tames AP chaos with Stampli automated matching and NetSuite integration

The problem

Aperia Technologies' AP process required tedious manual double-entry — invoice data entered into Excel spreadsheets and then matched line-by-line with inventory receipts in NetSuite — consuming three-quarters of AP time to process just a third of invoices. Custom manufacturing approvals required simultaneous COO and engineering sign-off, and incoming shipments from China posed a unique invoice-liability scenario other vendors could not handle.

Workflow diagram · grounded in source
1
Invoice arrives in system
trigger
“One of our frustrating processes before was dealing with invoices that arrived before the products. We'd just be sitting on these invoices waiting for a receipt in the system to match them up to.”
2
Automatic line-by-line matching
ai_action
“Now with Stampli automatically matching up the inventory receipts line by line, we just need to verify they're correct”
3
Pending queue notification
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.'”
4
AP match verification
validation
“we just need to verify they're correct”
5
Self-service approval routing
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…”
6
Multi-layer manufacturing approval
human_review
“our COO needs to approve the dollar amount, but we also need engineers to verify that specifications have been met. We needed a system that could handle both types of approvals simultaneously while ensuring we don't release payment befor…”
7
NetSuite record sync
integration
“Having that direct connection between Stampli and NetSuite means everything is properly linked and accessible right when we need it”
Reported outcome

With Stampli, invoice processing time became proportional — about a third of AP time for a third of invoices — eliminating separate spreadsheet tracking and automating receipt matching.
The NetSuite integration saved significant time in document management and centralized all invoice-related communication.

Reported metrics
AP time for inventory invoices (before Stampli)three-quarters of our AP time just to process about a third of our invoices
AP time for inventory invoices (after Stampli)about a third of our time for a third of our invoices
Document management time savedsaved us a ton of time just in document management alone
Overall process improvementhuge improvement
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?

With Stampli, invoice processing time became proportional — about a third of AP time for a third of invoices — eliminating separate spreadsheet tracking and automating receipt matching.

What tools did this team use?

Stampli, NetSuite, Excel.

What results were reported?

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

How is this accounts payable AI workflow structured?

Invoice arrives in system → Automatic line-by-line matching → Pending queue notification → AP match verification → Self-service approval routing → Multi-layer manufacturing approval → NetSuite record sync.

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