Accounts payable · Production

The Pines at Davidson eliminates a full-time AP role and saves department heads up to three hours a day with Stampli

The problem

The Pines at Davidson's AP process was entirely manual: every invoice required a printed paper cover sheet with handwritten GL coding and a signature line, approvals were batched to end-of-week stacks, and invoices arrived through multiple fragmented channels—on-site mail, multiple email inboxes, and individual employees. The legacy ERP offered poor reporting and a full-time AP employee handled all data entry.

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
Recurring invoice auto-population
integration
“In Stampli, we were able to set up recurring invoices for those so we could attach both the agreement and the calculation document every month. They're automatically populated now.”
3
Billy AI 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…”
4
Approval routing with messaging
routing
“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.”
5
Daily approver review
human_review
“We've completely eliminated that bottleneck. Invoices are put into the system as we receive them. Approvers are approving invoices daily because it's so much faster.”
6
NetSuite ERP integration
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”
7
Threshold-based direct pay
output
“Now with direct pay, he just goes into the system and we've assigned thresholds. I approve certain levels, then it goes to him, then to our CEO.”
Reported outcome

Stampli eliminated a full-time AP role, returned up to three hours per day to large department teams, removed paper cover sheets entirely, and replaced weekly check-signing stacks with threshold-based digital approvals.
The 2024 financial audit was supported by in-system communication trails attached to every invoice.

Reported metrics
AP FTE eliminatedeliminated a full-time AP role
Daily time savings for large departmentsup to three hours a day
Time from contract signing to processing invoicesless than two weeks
Billy GL coding suggestion accuracyalmost always right
Show all 7 reported metrics
AP FTE eliminatedeliminated a full-time AP role
daily time savings for large departmentsup to three hours a day
time from contract signing to processing invoicesless than two weeks
Billy GL coding suggestion accuracyalmost always right
initial staff training durationone hour
approver training duration30 minutes
paper and process efficiency improvementnight and day
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 a full-time AP role, returned up to three hours per day to large department teams, removed paper cover sheets entirely, and replaced weekly check-signing stacks with threshold-based digital approvals.

What tools did this team use?

Stampli, Billy, NetSuite.

What results were reported?

AP FTE eliminated: eliminated a full-time AP role; Daily time savings for large departments: up to three hours a day; Time from contract signing to processing invoices: less than two weeks; Billy GL coding suggestion accuracy: almost always right (source-reported, not independently verified).

How is this accounts payable AI workflow structured?

Multi-source invoice ingestion → Recurring invoice auto-population → Billy AI GL coding suggestions → Approval routing with messaging → Daily approver review → NetSuite ERP integration → Threshold-based direct pay.

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