Accounts payable · Production

Wolf Construction eliminates paper-based AP with Stampli, enabling remote invoice approval

The problem

Wolf Construction's accounts payable was entirely paper-based across 25–45 concurrent projects with hundreds of vendors, creating filing chaos, pass-the-hot-potato approval delays, manual data entry errors, and exposure to fraud.

First attempt

The paper-based process's lack of controls enabled an actual employee theft; VanDis confirmed the incident and stated Stampli would have caught or prevented it.

Workflow diagram · grounded in source
1
Invoice received from vendors
trigger
“The company had 25-45 major projects going at any one time, which meant hundreds of vendors and subcontractors sending invoices and expecting rapid payment”
2
Billy auto-populates fields
ai_action
“The system's automation features, like Billy the Bot, sped up the data entry and coding process”
3
Remote review and approval
human_review
“stakeholders able to review, comment on, and approve invoices with ease—no matter where they are”
4
Digital storage with audit trail
output
“I have an electronic paper trail of all of it and it's much easier access”
5
QuickBooks Desktop sync
integration
“Stampli helped the Wolf team directly map over their existing AP processes, without requiring any changes to their QuickBooks setup”
Reported outcome

Stampli eliminated paper invoices, enabled remote and mobile invoice approval, strengthened controls, and saved enough time that VanDis says it removes the need for a dedicated full-time AP hire.

Reported metrics
AP staff time savingssaves us that much time
Invoice control qualitycontrols are stronger today
Fraud and double-payment riskminimizing the risk of fraudulent activities or double payments
Reported stack
StampliBilly the BotQuickBooks Desktop
Source
https://www.stampli.com/case-studies/wolf-construction
Read source ↗

Frequently asked questions

What did this team achieve with this AI workflow?

Stampli eliminated paper invoices, enabled remote and mobile invoice approval, strengthened controls, and saved enough time that VanDis says it removes the need for a dedicated full-time AP hire.

What tools did this team use?

Stampli, Billy the Bot, QuickBooks Desktop.

What results were reported?

AP staff time savings: saves us that much time; Invoice control quality: controls are stronger today; Fraud and double-payment risk: minimizing the risk of fraudulent activities or double payments (source-reported, not independently verified).

What failed first in this deployment?

The paper-based process's lack of controls enabled an actual employee theft; VanDis confirmed the incident and stated Stampli would have caught or prevented it.

How is this accounts payable AI workflow structured?

Invoice received from vendors → Billy auto-populates fields → Remote review and approval → Digital storage with audit trail → QuickBooks Desktop sync.

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