Accounts payable · Production

Diesel Direct achieves 84% no-touch invoice processing and 99% accuracy with Vic.ai

The problem

Diesel Direct's AP team ran a perpetual backlog with 100 or more unread invoice emails at any given time, while their template-based software broke whenever vendors changed invoice formats. The manual check process consumed four to six hours every Friday, and fuel-supplier auto-drafts created debit balances whenever the team fell behind on processing.

First attempt

Diesel Direct's template-based document management and workflow software proved inflexible and prone to errors, breaking whenever vendor invoice formats changed and requiring costly manual template redevelopment each time.

Workflow diagram · grounded in source
1
Invoice ingestion into Vic.ai
trigger
“All invoices now go through Vic.ai, posting and integrating directly into Great Plains”
2
AI invoice classification
ai_action
“By month six, they had also achieved a 99% accuracy rate in all relevant invoice information, including vendor, dates, GL coding, BOL, and dimensions”
3
Automatic BOL matching
ai_action
“BOL documents are automatically matched at 99 percent accuracy rates using Vic.ai's PO matching functionality”
4
Standardized approval workflow
human_review
“Approvals for general invoices have been standardized across the organization”
5
Payment execution via Vic.ai
integration
“Payments are now being executed through Vic.ai and integrated directly into the ERP system”
6
Real-time analytics output
output
“The platform provides real-time analytics on invoice processing data, team performance, and business trends”
Reported outcome

Diesel Direct achieved an 84% no-touch invoice processing rate with 99% accuracy in coding and classification, shortened the AP financial close from four to three days, and realized three FTE headcount efficiencies.
Payment automation gave each AP analyst three to six additional hours of capacity per week, and the company can now scale AP across new entities without adding headcount.

Reported metrics
Invoice coding and classification accuracy99%
No-touch invoice processing rate84%
AP financial close durationfrom 4 to 3 days
FTEs reassigned to higher-value activities3 FTEs
Show all 12 reported metrics
invoice coding and classification accuracy99%
no-touch invoice processing rate84%
AP financial close durationfrom 4 to 3 days
FTEs reassigned to higher-value activities3 FTEs
invoice processing time reduction65%
invoice information accuracy at month six99%
BOL matching accuracy99 percent
check processing FTE drain per month0.5 FTEs per month
additional AP analyst capacity per week3 to 6 hours
manual check printing time per Friday per analystfour to six hours
unread invoice emails in AP inbox at any given time100 or more
FTE efficiencies achieved to datesomewhere around two and a half today
Reported stack
Vic.aiMicrosoft Great Plains
Source
https://www.vic.ai/resources/case-studies/diesel-direct-fuels-growth-with-ai-powered-accounting
Read source ↗

Frequently asked questions

What did this team achieve with this AI workflow?

Diesel Direct achieved an 84% no-touch invoice processing rate with 99% accuracy in coding and classification, shortened the AP financial close from four to three days, and realized three FTE headcount efficiencies.

What tools did this team use?

Vic.ai, Microsoft Great Plains.

What results were reported?

Invoice coding and classification accuracy: 99%; No-touch invoice processing rate: 84%; AP financial close duration: from 4 to 3 days; FTEs reassigned to higher-value activities: 3 FTEs (source-reported, not independently verified).

What failed first in this deployment?

Diesel Direct's template-based document management and workflow software proved inflexible and prone to errors, breaking whenever vendor invoice formats changed and requiring costly manual template redevelopment each…

How is this accounts payable AI workflow structured?

Invoice ingestion into Vic.ai → AI invoice classification → Automatic BOL matching → Standardized approval workflow → Payment execution via Vic.ai → Real-time analytics output.

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