Accounts payable · Production

Ollie automates AP invoice processing with Stampli's Billy AI, cutting daily review from hours to minutes

The problem

Ollie's AP team spent hours each day manually translating vendor invoice language into internal SKU names, needed re-approval for every slight variance, and routed approver changes through email and instant messages.

Workflow diagram · grounded in source
1
Vendor invoice arrives
trigger
“We have different SKU names than what vendors use, and sometimes vendors change their invoice language.”
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
“For inventory invoices with discrepancies, we used to need re-approval for any slight variance. With Stampli's acceptable ranges, as long as we're within that range, no additional approvals are needed. That's huge because getting our ove…”
4
Approver routing and redirect
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.'”
5
NetSuite 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
Invoice paid in full
output
“With Stampli, that issue is gone. I can pay an invoice in full whenever it needs to be paid.”
Reported outcome

Daily invoice processing dropped from hours to minutes, approver re-routing became self-service, variance checks run automatically within acceptable ranges, and Ollie has been able to postpone adding headcount to the AP department.

Reported metrics
Daily invoice processing timefour hours to four minutes, daily
daily SKU breakdown timeanywhere from two to four hours a day to just minutes
Re-approval delaya full day to the process
AP headcount additionpostpone adding headcount
Show all 7 reported metrics
daily invoice processing timefour hours to four minutes, daily
daily SKU breakdown timeanywhere from two to four hours a day to just minutes
re-approval delaya full day to the process
AP headcount additionpostpone adding headcount
vendor payment speedvendors get paid quicker
approver routing effortsaved a lot of back and forth
internal savings findingfinding 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?

Daily invoice processing dropped from hours to minutes, approver re-routing became self-service, variance checks run automatically within acceptable ranges, and Ollie has been able to postpone adding headcount to the…

What tools did this team use?

Stampli, Billy, NetSuite.

What results were reported?

Daily invoice processing time: four hours to four minutes, daily; daily SKU breakdown time: anywhere from two to four hours a day to just minutes; Re-approval delay: a full day to the process; AP headcount addition: 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 routing and redirect → NetSuite ERP sync → Invoice paid in full.

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