Accounts payable · Production

Higher Ground Education processes 80% of invoices on Autopilot at 98% accuracy with Vic.ai

The problem

Higher Ground's AP team processed invoices manually across 100 global campuses using disparate tools not integrated with their ERP, with complex email-based approvals impeding everyone involved and the team at their breaking point in terms of time and cost.

First attempt

Higher Ground's previous approval workflow required multiple back-and-forth emails when changes were needed, and invoices could take up to two weeks to get approved, a process that grew more complex as new campuses opened.

Workflow diagram · grounded in source
1
AI ingests and codes invoices
ai_action
“the Vic.ai platform can ingest, read, and code invoices on behalf of the team at a high accuracy rate”
2
Automated approval routing
routing
“Routing approvals is now an easy process. Our AP team is no longer struggling to get invoices approved on time”
3
Autopilot posting to ERP
output
“they were posted automatically to Higher Ground's ERP system, Sage Intacct”
4
Human review for exceptions
human_review
“It really helps them to become reviewers instead of processors [of data entry]”
Reported outcome

Higher Ground now processes 80% of invoices on Autopilot with no human intervention, achieves 98% accuracy across all fields, and averages 88% straight-through-processing, with invoice processing time reduced from more than 10 minutes to about 2 minutes and approval time reduced from up to two weeks to one to two days.

Reported metrics
invoices on Autopilot80%
Invoice accuracy rate98%
No-touch straight-through-processing rate88%
invoice processing time before Vic.aimore than 10 minutes per invoice
Show all 9 reported metrics
invoices on Autopilot80%
invoice accuracy rate98%
no-touch straight-through-processing rate88%
invoice processing time before Vic.aimore than 10 minutes per invoice
invoice processing time within first 3 months3.7 to 4.8 minutes per invoice
invoice processing time nowabout 2 minutes
invoice approval time before Vic.aiup to two weeks
invoice approval time with Vic.aione to two days
approval workflow time savingssaved the company significant time
Reported stack
Vic.aiSage Intacct
Source
https://www.vic.ai/resources/case-studies/higher-ground-education-processes-invoices-60-faster-within-the-first-3-months-with-ap-autonomy
Read source ↗

Frequently asked questions

What did this team achieve with this AI workflow?

Higher Ground now processes 80% of invoices on Autopilot with no human intervention, achieves 98% accuracy across all fields, and averages 88% straight-through-processing, with invoice processing time reduced from mor…

What tools did this team use?

Vic.ai, Sage Intacct.

What results were reported?

invoices on Autopilot: 80%; Invoice accuracy rate: 98%; No-touch straight-through-processing rate: 88%; invoice processing time before Vic.ai: more than 10 minutes per invoice (source-reported, not independently verified).

What failed first in this deployment?

Higher Ground's previous approval workflow required multiple back-and-forth emails when changes were needed, and invoices could take up to two weeks to get approved, a process that grew more complex as new campuses op…

How is this accounts payable AI workflow structured?

AI ingests and codes invoices → Automated approval routing → Autopilot posting to ERP → Human review for exceptions.

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