Accounts payable · Production

Spanish Fork City transforms invoice processing with Stampli, achieving 2X faster invoice lifecycle and 12X faster Caselle data entry

The problem

A four-person accounting team at Spanish Fork City managed 1,200+ invoices per month, with one person spending two days every week manually routing paper invoices for approval signatures; approximately 75% of invoices arrived by postal mail, and the manual process could not accommodate the city's growth.

First attempt

Spanish Fork City tried document management software to automate AP and store approved invoices, but it fell far short of their needs.

Workflow diagram · grounded in source
1
Invoice received and scanned
trigger
“Now invoices are easily scanned and sent to Stampli on the day of receipt”
2
Billy AI processes invoice
ai_action
“its artificial intelligence (AI) technology – Billy – helps automate invoice processing and learns the organization's unique patterns to streamline processes”
3
AP clerk reviews and assigns approvers
human_review
“After Christy reviews the invoice and adds any header details needed, Stampli makes it easy for her to assign one or more approvers and send for approval”
4
Threshold-based routing to finance manager
routing
“Invoices over certain threshold amounts are assigned to the appropriate finance manager, and Stampli ensures that approvals are completed following the sequence of the assigned approval order”
5
Approver GL coding and approval
human_review
“The approvers code the invoice with the correct GL and approve – all with the convenience of seeing the invoice image”
6
Export to Caselle
integration
“Stampli automatically creates the CSV file with all invoices awaiting payment. I then upload the file into Caselle, which eliminates manual data entry”
7
Payment status sync back to Stampli
integration
“the payment status and reference of paid invoices are updated in Stampli based on a file that Christy drags-and-drops from Caselle to the virtual drive folder on her computer. This folder then automatically updates Stampli with the payme…”
Reported outcome

After adopting Stampli, Spanish Fork City reduced its invoice lifecycle by 2X, sends invoices to approvers at least four times faster than before, reduced Caselle data entry from up to 12 hours to about one hour (a 12X improvement), and is recouping 50+ hours per month across all approvers and departments.

Reported metrics
Invoice lifecycle reduction2X
Speed of sending invoices to approversat least four times faster
Time reduction for Caselle data entry12X
Caselle data entry time beforeup to 12 hours
Show all 10 reported metrics
Invoice lifecycle reduction2X
Speed of sending invoices to approversat least four times faster
Time reduction for Caselle data entry12X
Caselle data entry time beforeup to 12 hours
Caselle data entry time afterabout one hour
Hours recouped per month across approvers and departments50+ hours per month
Invoices available on day of receipt100%
Monthly invoice volume1,200+
Invoices received via postal mail (baseline)about 75%
Time spent manually routing invoices per week (baseline)two days every week
Reported stack
StampliBillyCaselle
Source
https://www.stampli.com/case-studies/spanish-fork-city
Read source ↗

Frequently asked questions

What did this team achieve with this AI workflow?

After adopting Stampli, Spanish Fork City reduced its invoice lifecycle by 2X, sends invoices to approvers at least four times faster than before, reduced Caselle data entry from up to 12 hours to about one hour (a 12…

What tools did this team use?

Stampli, Billy, Caselle.

What results were reported?

Invoice lifecycle reduction: 2X; Speed of sending invoices to approvers: at least four times faster; Time reduction for Caselle data entry: 12X; Caselle data entry time before: up to 12 hours (source-reported, not independently verified).

What failed first in this deployment?

Spanish Fork City tried document management software to automate AP and store approved invoices, but it fell far short of their needs.

How is this accounts payable AI workflow structured?

Invoice received and scanned → Billy AI processes invoice → AP clerk reviews and assigns approvers → Threshold-based routing to finance manager → Approver GL coding and approval → Export to Caselle → Payment status sync back to Stampli.

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