Accounts payable · Production

Spanish Fork City transforms invoice processing with Stampli, cutting invoice lifecycle by 2X

The problem

Spanish Fork City's AP team had only one person routing 1,200+ paper invoices per month, spending two days every week manually routing paper invoices for approval. With 75% of invoices arriving by postal mail, the process could not scale, especially when the COVID-19 pandemic forced staff out of the office.

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 receipt into Stampli
trigger
“Now 100% of invoices are available in Stampli on the day of receipt”
2
Billy AI automates and learns patterns
ai_action
“its artificial intelligence (AI) technology – Billy – helps automate invoice processing and learns the organization's unique patterns to streamline processes”
3
AP review and header entry
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 approver routing
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 re-routing and questions
routing
“If needed, approvers can re-route the invoice or ask questions to AP or other departments on top of the invoice, taking much of these time-consuming tasks out of the AP clerk's day”
6
GL coding and approver sign-off
human_review
“The approvers code the invoice with the correct GL and approve – all with the convenience of seeing the invoice image”
7
AP final review and payment authorization
validation
“Approved invoices are then reviewed by AP and authorized for payment”
8
Payment status sync from Caselle
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”
Reported outcome

Stampli reduced Spanish Fork City's invoice lifecycle by 2X, made invoice routing at least four times faster, cut data entry time into Caselle by 12X (from up to 12 hours to about one hour), and freed 50+ hours per month across approvers and departments.

Reported metrics
Invoice lifecycle2X reduction
Invoice routing speed to approversat least four times faster
time to get authorized invoices into Caselle12X reduction
data entry time into Caselleup to 12 hours reduced to about one hour
Show all 9 reported metrics
invoice lifecycle2X reduction
invoice routing speed to approversat least four times faster
time to get authorized invoices into Caselle12X reduction
data entry time into Caselleup to 12 hours reduced to about one hour
hours recouped per month50+ hours per month
invoices available on day of receipt100%
monthly invoice volume (baseline)1,200+
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?

Stampli reduced Spanish Fork City's invoice lifecycle by 2X, made invoice routing at least four times faster, cut data entry time into Caselle by 12X (from up to 12 hours to about one hour), and freed 50+ hours per mo…

What tools did this team use?

Stampli, Billy, Caselle.

What results were reported?

Invoice lifecycle: 2X reduction; Invoice routing speed to approvers: at least four times faster; time to get authorized invoices into Caselle: 12X reduction; data entry time into Caselle: up to 12 hours reduced to about one hour (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 receipt into Stampli → Billy AI automates and learns patterns → AP review and header entry → Threshold-based approver routing → Approver re-routing and questions → GL coding and approver sign-off → AP final review and payment authorization → Payment status sync from Caselle.

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