Invoice processing · Production

DocuWare Intelligent Indexing streamlines invoice processing for Smile Train's AP cycle

The problem

Before 2013, Smile Train relied on paper invoicing — a slow manual process — to handle thousands of invoices and vendor agreements, making timely payment difficult as the organization grew.

Workflow diagram · grounded in source

Drop invoices into folder

trigger

“Users can drop all invoices into a folder on their desktop, and they will be automatically loaded into DocuWare”

Auto-load into DocuWare

integration

“they will be automatically loaded into DocuWare”

Intelligent Indexing fills fields

ai_action

“The system will then index most of the fields necessary for invoice approval, shortening processing time. "When the invoice is imported, the majority of the fields are already filled out for me" I may need to put in only one or two fields”

Staff completes and submits

human_review

“With Intelligent Indexing, it takes me less than a minute to fill out the index fields and send it off to my manager for approval”

Audit trail and status visibility

output

“allows Smile Train to have an audit trail of approvals as well as gives staff an idea of where in the workflow an invoice is at any given moment”

Reported outcome

Digitizing with DocuWare improved communications, efficiency, and accuracy; Intelligent Indexing reduced per-invoice field entry to under a minute; and over 31,000 invoices and 5,200 vendor agreements have been automatically processed.

Reported metrics

Invoice field entry timeless than a minute

Invoices automatically processedover 31,000

Vendor agreements automatically processedover 5,200

Invoice processing timeshortening processing time

Show all 5 reported metrics

invoice field entry timeless than a minute

invoices automatically processedover 31,000

vendor agreements automatically processedover 5,200

invoice processing timeshortening processing time

time without Intelligent Indexingdoing invoices for a much longer time

Reported stack

DocuWareIntelligent Indexingaccounting software

Source

https://start.docuware.com/case-studies/smile.train

Read source ↗

Frequently asked questions

What did this team achieve with this AI workflow?

Digitizing with DocuWare improved communications, efficiency, and accuracy; Intelligent Indexing reduced per-invoice field entry to under a minute; and over 31,000 invoices and 5,200 vendor agreements have been automa…

What tools did this team use?

DocuWare, Intelligent Indexing, accounting software.

What results were reported?

Invoice field entry time: less than a minute; Invoices automatically processed: over 31,000; Vendor agreements automatically processed: over 5,200; Invoice processing time: shortening processing time (source-reported, not independently verified).

How is this invoice processing AI workflow structured?

Drop invoices into folder → Auto-load into DocuWare → Intelligent Indexing fills fields → Staff completes and submits → Audit trail and status visibility.