Accounts payable · Production

Stampli eliminates a full-time AP role and saves large departments up to three hours per day at The Pines at Davidson

The problem

The Pines at Davidson ran a fully manual AP process: every invoice required a printed paper cover sheet with GL coding and sign-off, a full-time AP employee batch-entered data from invoices collected at week's end, the finance director signed physical check stacks weekly, and communication across departments and with vendors was siloed.

Workflow diagram · grounded in source
1
Multi-source invoice ingestion
trigger
“We have scanners throughout our campus with quick codes to different inbox sources so they go directly into Stampli into the right person's queue. We've set up email rules so attachments coming into payable inboxes automatically forward …”
2
Billy GL coding suggestions
ai_action
“Billy's suggestions, especially the more that we've used the system, are almost always right. It saves time without having to search for the GL accounts or the other different codings that we use. To see what we've used in the past and s…”
3
Approver review with messaging
human_review
“I've seen approvers reject invoices back to their coders with messages asking when was this service complete or are we sure this is the right amount”
4
Threshold-based approval routing
routing
“we've assigned thresholds. I approve certain levels, then it goes to him, then to our CEO”
5
NetSuite direct API sync
integration
“Since we've gone live with NetSuite with the direct API integration, the ability to jump from an income statement in our ERP, drill down to the expense line, and click the link to go right to Stampli to see the actual source document”
6
Direct pay and audit trail
output
“In direct pay, you can see every invoice, how it went through the system, who coded it, who approved it”
Reported outcome

Stampli eliminated the full-time AP role, saved large departments up to three hours per day, removed paper cover sheets and weekly check-signing bottlenecks, and integrated with NetSuite to move the team from manual 1980s accounting to a fully digital real-time process.

Reported metrics
AP positions eliminatedeliminated a full-time AP role
Daily time saved for large departmentsup to three hours a day
Implementation timeless than two weeks
Initial staff training durationone hour
Show all 5 reported metrics
AP positions eliminatedeliminated a full-time AP role
Daily time saved for large departmentsup to three hours a day
Implementation timeless than two weeks
Initial staff training durationone hour
Approver training duration30 minutes
Reported stack
StampliBillyNetSuite
Source
https://www.stampli.com/case-studies/the-pines-at-davidson/
Read source ↗

Frequently asked questions

What did this team achieve with this AI workflow?

Stampli eliminated the full-time AP role, saved large departments up to three hours per day, removed paper cover sheets and weekly check-signing bottlenecks, and integrated with NetSuite to move the team from manual 1…

What tools did this team use?

Stampli, Billy, NetSuite.

What results were reported?

AP positions eliminated: eliminated a full-time AP role; Daily time saved for large departments: up to three hours a day; Implementation time: less than two weeks; Initial staff training duration: one hour (source-reported, not independently verified).

How is this accounts payable AI workflow structured?

Multi-source invoice ingestion → Billy GL coding suggestions → Approver review with messaging → Threshold-based approval routing → NetSuite direct API sync → Direct pay and audit trail.

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