How accounts payable automation streamlined processes for a private career college

Challenge

The private career college faced significant challenges with data entry and approvals in its accounts payable (AP) process. The manual entry of invoice data into their ERP was time-consuming and labor-intensive, with a lack of visibility into approval and payment status. The challenges were further exacerbated by the pandemic, geographically dispersed approvers, and rapid organizational growth.

Solution

The college adopted Quadient AP to completely automate its AP workflows. Invoices are now entirely digital, eliminating paperwork, with invoice data captured through Quadient’s autocapture email address. The approval process is fully automated, with invoices automatically routed to the correct signatories for approval, significantly reducing follow-ups.

Results

• Reduced invoice processing time from 5 minutes per invoice to 30 seconds per invoice (a 90% decrease).
• Reduced time spent on AP tasks from 4 hours per day to 30 minutes per day (an ~87% reduction).

I asked the team to time themselves. In our old system, it took them five minutes per invoice. In Quadient AP, it’s down to 30 seconds per invoice. So huge time savings! I describe it as this amazing magic solution... It’s made everybody’s lives easier.”

- Manager of Business Systems