ProSights built one invoice workflow and one reconciliation queue across all subsidiaries, with every extracted value linked to its source page and staff reviewing only the items that fail a check.
The Challenge
AP staff re-entered invoice details across email, TimberScan, RailcarRX and Sage and searched for supporting documents by hand. Finance had no current view of outstanding payables. Each subsidiary had its own cash setup, so bank reconciliation meant opening statements and Sage folders account by account and matching transactions manually.
The Approach
We took the two recurring processes with the clearest baseline, measured them per invoice and per account, and agreed the matching and coding rules with the controller before automating anything. Review stayed with the finance team. The workflows prepare records and route exceptions, and staff approve before anything posts to Sage.
The Build
An invoice workspace that extracts fields with source links, checks the invoice price against the purchase order or contract, suggests vendor and accounting codes from one shared vendor list, and prepares approved records for Sage export. A reconciliation queue that combines bank and Sage data, matches transactions on agreed rules, shows statement evidence beside each item, and flags missed receipts and duplicate payments early.
The Outcome
The price check against purchase orders and contracts caught about $290,000 of overbilling and duplicate invoices in the first year, about 0.45% of $65 million of supplier spend, and it runs on every invoice now. AP processing fell from about 10 minutes an invoice to 4, including review, and bank reconciliation across about 90 accounts takes about a third of the time it did, together about 235 hours a month, about 1.4 people’s time, moved to collections and the close. Differences are investigated in the month they occur and the close moved from day 15 to day 8. Both workflows share the vendor list and the coding rules, so a newly acquired subsidiary joins them in its first month.
