Accounts payable · Production

City of Acworth modernizes government operations with Laserfiche automation and AI

The problem

City of Acworth staff spent excessive time on manual data entry, document routing, and searching for records scattered across filing rooms, USB drives, and multiple digital systems, causing delays for employees and residents.

Workflow diagram · grounded in source
1
Automated invoice submission
trigger
“Using Laserfiche Forms and Smart Fields, the city developed an automated invoice submission process that intelligently extracts structured data directly from invoices”
2
Smart Fields data extraction
ai_action
“intelligently extracts structured data directly from invoices”
3
Purchase order cross-reference
validation
“cross-references invoice data with purchase orders stored in the city's financial system. This allows staff to instantly verify invoice details and confirm that purchases match approved orders”
4
Routed for review and approval
routing
“a digital form that automatically routes the request for review and approval while capturing the information in the city's records system”
5
AI meeting summarization
ai_action
“Clerks responsible for preparing meeting summaries used to spend about four hours after each meeting reviewing recordings and compiling notes. With Laserfiche's AI-powered Document Summarization, that now takes just five to 10 minutes”
6
Centralized records repository
output
“Laserfiche provides a centralized repository for city records, making it easier to locate documents, maintain compliance and support auditing requirements”
Reported outcome

Laserfiche automation and AI tools saved the finance team five to 10 minutes per invoice, cut meeting summary preparation from about four hours to five to ten minutes (saving roughly a month of staff time per year), and drove a 33% increase in invoice process adoption and a 27% increase in check request workflow adoption.

Reported metrics
Time saved per invoice (finance team)five to 10 minutes per invoice
Invoices processed digitally per yearmore than 8,900
Standardized invoice process adoption33%
Automated check request workflow adoption27%
Show all 10 reported metrics
time saved per invoice (finance team)five to 10 minutes per invoice
invoices processed digitally per yearmore than 8,900
standardized invoice process adoption33%
automated check request workflow adoption27%
civic event registration engagement increase71%
meeting summary preparation time (before)about four hours
meeting summary preparation time (after AI)five to 10 minutes
annual staff time saved on meeting summariesroughly a month of staff time over the course of a year
total staff hours saved across organizationthousands of hours in staff time
cost savings from automationtens of thousands of dollars
Reported stack
LaserficheLaserfiche FormsSmart FieldsAI-powered Document Summarization
Source
https://www.laserfiche.com/resources/customer-stories/city-of-acworth-process-automation/
Read source ↗

Frequently asked questions

What did this team achieve with this AI workflow?

Laserfiche automation and AI tools saved the finance team five to 10 minutes per invoice, cut meeting summary preparation from about four hours to five to ten minutes (saving roughly a month of staff time per year), a…

What tools did this team use?

Laserfiche, Laserfiche Forms, Smart Fields, AI-powered Document Summarization.

What results were reported?

Time saved per invoice (finance team): five to 10 minutes per invoice; Invoices processed digitally per year: more than 8,900; Standardized invoice process adoption: 33%; Automated check request workflow adoption: 27% (source-reported, not independently verified).

How is this accounts payable AI workflow structured?

Automated invoice submission → Smart Fields data extraction → Purchase order cross-reference → Routed for review and approval → AI meeting summarization → Centralized records repository.

Related accounts payable cases