Accounts payable · Production

NESPSA processes invoices 5X faster and eliminates late payments with Stampli

The problem

NESPSA's small accounting team manually sorted paper invoices, routed them to approvers by hand, and typed data into QuickBooks Desktop, with no digital audit trail — causing approval delays, late payments, and calls to vendors to waive fees.

Workflow diagram · grounded in source
1
Monthly bills arrive by mail
trigger
“To manage its monthly bills, much of which was received by postal mail”
2
Scan invoices into Stampli
integration
“one AP manager member scans all invoices into Stampli as they are received”
3
Billy AI automates GL coding
ai_action
“Stampli's artificial intelligence (AI) technology – Billy – automates invoice processing and learns NESPSA's unique patterns to simplify general ledger (GL) coding”
4
AP manager reviews and routes
human_review
“The AP manager reviews the coding done by Billy, enters any missing or incorrect information, selects approvers, and sends the invoice”
5
Approvers review and approve
human_review
“Approvers log into the Stampli dashboard where they can review invoices, communicate with peers on an invoice as needed, and approve the invoices”
6
Export approved invoices to QBD
integration
“Stampli imports approved invoices into QBD, which has not only reduced the invoice lifecycle, but it has also reduced the risk of data entry errors”
Reported outcome

Stampli reduced the invoice lifecycle by 5X — from 10 hours to about two hours per week — eliminated late payments and late fees, and cut physical file cabinet storage by 3X.

Reported metrics
Invoice lifecycle reduction5X
AP manager weekly hours for invoice lifecyclefrom 10 hours to about two hours
Late paymentseliminate late payments
Late feeseliminate late fees
Show all 7 reported metrics
invoice lifecycle reduction5X
AP manager weekly hours for invoice lifecyclefrom 10 hours to about two hours
late paymentseliminate late payments
late feeseliminate late fees
physical file cabinet footprint3X
file cabinets in controller's officeseven file cabinets of old invoices down to two
data entry errorsreduced the risk of data entry errors
Reported stack
StampliBillyQuickBooks Desktop
Source
https://www.stampli.com/case-studies/nespsa
Read source ↗

Frequently asked questions

What did this team achieve with this AI workflow?

Stampli reduced the invoice lifecycle by 5X — from 10 hours to about two hours per week — eliminated late payments and late fees, and cut physical file cabinet storage by 3X.

What tools did this team use?

Stampli, Billy, QuickBooks Desktop.

What results were reported?

Invoice lifecycle reduction: 5X; AP manager weekly hours for invoice lifecycle: from 10 hours to about two hours; Late payments: eliminate late payments; Late fees: eliminate late fees (source-reported, not independently verified).

How is this accounts payable AI workflow structured?

Monthly bills arrive by mail → Scan invoices into Stampli → Billy AI automates GL coding → AP manager reviews and routes → Approvers review and approve → Export approved invoices to QBD.

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