Accounts payable · Production

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

The problem

NESPSA's small accounting team manually sorted stacks of paper invoices, hand-routed them to approvers, and keyed data into QuickBooks Desktop with no digital audit trail, resulting in approval delays, late payments, and calls to vendors to waive fees and reinstate services.

Workflow diagram · grounded in source
1
Invoice scan into Stampli
trigger
“one AP manager member scans all invoices into Stampli as they are received”
2
Billy AI codes invoice
ai_action
“Stampli's artificial intelligence (AI) technology – Billy – automates invoice processing and learns NESPSA's unique patterns to simplify general ledger (GL) coding”
3
AP manager review
human_review
“The AP manager reviews the coding done by Billy, enters any missing or incorrect information, selects approvers, and sends the invoice”
4
Approver review and approval
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”
5
Export to QuickBooks Desktop
integration
“Stampli imports approved invoices into QBD”
Reported outcome

Stampli reduced NESPSA's invoice lifecycle by 5X — from 10 hours per week to about 2 hours — eliminated late payments and associated fees, and cut physical file cabinet storage by 3X, while delivering a one-click audit history and centralized visibility.

Reported metrics
Invoice lifecycle reduction5X
weekly AP time before Stampli10 hours a week
weekly AP time after Stampliabout two hours
Late payments and late feeseliminate late payments, late fees, and disruption to services
Show all 7 reported metrics
invoice lifecycle reduction5X
weekly AP time before Stampli10 hours a week
weekly AP time after Stampliabout two hours
late payments and late feeseliminate late payments, late fees, and disruption to services
physical file cabinet footprint3X reduction
file cabinets in Dan's officeseven file cabinets down to two
data entry errorsStampli AI eliminates data entry
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 NESPSA's invoice lifecycle by 5X — from 10 hours per week to about 2 hours — eliminated late payments and associated fees, and cut physical file cabinet storage by 3X, while delivering a one-click audi…

What tools did this team use?

Stampli, Billy, QuickBooks Desktop.

What results were reported?

Invoice lifecycle reduction: 5X; weekly AP time before Stampli: 10 hours a week; weekly AP time after Stampli: about two hours; Late payments and late fees: eliminate late payments, late fees, and disruption to services (source-reported, not independently verified).

How is this accounts payable AI workflow structured?

Invoice scan into Stampli → Billy AI codes invoice → AP manager review → Approver review and approval → Export to QuickBooks Desktop.

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