Invoice processing · Production

Beyer Mechanical Reduces Invoice Processing Time by 60% and Transforms Month-End Close with Stampli

The problem

Beyer Mechanical's two AP clerks manually coded and routed 1,500 invoices per month using PaperSave, which was not integrated with their Sage Intacct ERP. The lack of integration caused unreliable PO matching, duplicate invoices slipping through, system stalls of 15–20 seconds per PO click, and chronic delays that prevented the books from closing on time.

First attempt

PaperSave, the previous AP document management system, spent 45 days attempting to integrate with Sage Intacct without success, leaving PO matching unreliable and invoice coding entirely manual.

Workflow diagram · grounded in source
1
Invoice enters Stampli
Trigger
An invoice enters Stampli and initiates the fully automated AP process.
▾ source quote
“Stampli has enabled the AP process to be fully automated, leveraging AI from invoice capture, to coding and approver selection, to sending approved invoices to Intacct for payment”
2
AI coding and approver selection
Ai action
Stampli's AI codes invoices and selects the appropriate approver automatically.
▾ source quote
“Stampli's AI learns our vendors and the invoices they send, taking a lot of onus off the AP clerks”
3
Nightly PO import to Intacct
Integration
Service contract POs generated by a third party are imported into Intacct nightly.
▾ source quote
“all POs are now in Intacct, as service contract POs generated by a third party get imported nightly”
4
Automated PO matching
Validation
Stampli reads POs in Intacct and performs invoice matching and coding automatically.
▾ source quote
“With all invoices in Stampli and its ability to read the POs in Intacct, the matching and coding is done automatically”
5
AP clerk reviews full or partial
Human review
The only remaining task for AP clerks is to evaluate whether each invoice is full or partial.
▾ source quote
“The only thing the AP clerks need to do is evaluate if it's a full or partial invoice, and that's been the biggest time saver for us from the AP process”
6
Approved invoice sent to Intacct
Output
Approved invoices are sent to Intacct for payment.
▾ source quote
“to sending approved invoices to Intacct for payment”
Reported outcome

Stampli reduced invoice processing time by 60%, cut the invoice lifecycle from at least five days to 48 hours or less, and reduced monthly AP work from approximately 50 hours to half an hour.
AP clerk resource efficiencies improved by 33%, and Beyer closed its books by day 10 of month-end starting the very first month of use.

Reported metrics
Invoice processing time reduction60%
Invoice lifecycle48 hours or less per invoice (from at least five days)
Invoice approval speed improvement60X faster
Invoice approval timeone second (from 60 to 120 seconds)
Show all 9 reported metrics
invoice processing time reduction60%
invoice lifecycle48 hours or less per invoice (from at least five days)
invoice approval speed improvement60X faster
invoice approval timeone second (from 60 to 120 seconds)
monthly AP work hourshalf an hour (from approximately 50 hours per month)
AP clerk resource efficiency improvement33%
month-end close deadline10 days
invoice completeness at month close100%
Intacct integration timeless than 48 hours
Reported stack
StampliPaperSaveSage Intacct
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Source
https://www.stampli.com/case-studies/beyer-mechanical
Read source ↗

Frequently asked questions

What did this team achieve with this AI workflow?

Stampli reduced invoice processing time by 60%, cut the invoice lifecycle from at least five days to 48 hours or less, and reduced monthly AP work from approximately 50 hours to half an hour.

What tools did this team use?

Stampli, PaperSave, Sage Intacct.

What results were reported?

Invoice processing time reduction: 60%; Invoice lifecycle: 48 hours or less per invoice (from at least five days); Invoice approval speed improvement: 60X faster; Invoice approval time: one second (from 60 to 120 seconds) (source-reported, not independently verified).

What failed first in this deployment?

PaperSave, the previous AP document management system, spent 45 days attempting to integrate with Sage Intacct without success, leaving PO matching unreliable and invoice coding entirely manual.

How is this invoice processing AI workflow structured?

Invoice enters Stampli → AI coding and approver selection → Nightly PO import to Intacct → Automated PO matching → AP clerk reviews full or partial → Approved invoice sent to Intacct.

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