Accounts payable · Production

How Ollie automated accounts payable with Stampli's AI to cut invoice processing from hours to minutes

The problem

Ollie's AP team spent hours daily manually reconciling vendor invoices with mismatched SKU names and units, required re-approvals for any variance, and was constrained by a payment cap that forced splitting large payments across multiple days.

Workflow diagram · grounded in source
1
Vendor invoice arrives
trigger
“Co-manufacturers billing in the wrong units. Vendors needing payment in 10 days.”
2
Billy AI translates invoice language
ai_action
“Billy, our AI coworker that comes with Stampli, learned to take the language on vendor invoices and translate it into 'Ollie language'. We have different SKU names than what vendors use, and sometimes vendors change their invoice languag…”
3
Variance range validation
validation
“With Stampli's acceptable ranges, as long as we're within that range, no additional approvals are needed. That's huge because getting our overburdened operations team to re-approve could add a full day to the process.”
4
Approver self-routing
routing
“Now users can message the AP department directly in Stampli saying 'hey, this isn't my invoice anymore, it should go to this person.' We've basically taken ourselves out of that process”
5
ERP sync
integration
“New accounts and vendors sync over seamlessly too. There's a timed sync process, but administrators can kick off a manual integration that takes seconds.”
6
Full invoice payment
output
“With Stampli, that issue is gone. I can pay an invoice in full whenever it needs to be paid.”
Reported outcome

Stampli reduced daily invoice processing to minutes, eliminated re-approvals for within-range variances, enabled self-service approver reassignment, and freed enough AP capacity for Ollie to postpone adding headcount.

Reported metrics
Daily invoice processing timefrom four hours to four minutes, daily
Pre-automation daily processing timetwo to four hours a day
Variance re-approval delay avoideda full day added to the process
Headcount addition postponedpostpone adding headcount
Show all 6 reported metrics
daily invoice processing timefrom four hours to four minutes, daily
pre-automation daily processing timetwo to four hours a day
variance re-approval delay avoideda full day added to the process
headcount addition postponedpostpone adding headcount
AP team back-and-forth in approver changessaved a lot of back and forth
internal savings from AP efficiencyfinding savings internally
Reported stack
StampliBillyNetSuite
Source
https://www.stampli.com/case-studies/ollie
Read source ↗

Frequently asked questions

What did this team achieve with this AI workflow?

Stampli reduced daily invoice processing to minutes, eliminated re-approvals for within-range variances, enabled self-service approver reassignment, and freed enough AP capacity for Ollie to postpone adding headcount.

What tools did this team use?

Stampli, Billy, NetSuite.

What results were reported?

Daily invoice processing time: from four hours to four minutes, daily; Pre-automation daily processing time: two to four hours a day; Variance re-approval delay avoided: a full day added to the process; Headcount addition postponed: postpone adding headcount (source-reported, not independently verified).

How is this accounts payable AI workflow structured?

Vendor invoice arrives → Billy AI translates invoice language → Variance range validation → Approver self-routing → ERP sync → Full invoice payment.

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