Municipal Government Automates Invoice Processing

Municipal Government Automates Invoice Processing

The Challenge

Process Fusion and our partner responded to an RFP tender to digitize invoice document processes for a local municipal government with a population of 14,000, located within Canada.

The municipality was initially processing non-PO based invoices manually using a paper-based system, which meant the physical routing of invoices with physical folders and signoffs. As their processes were all manual and paper based, it led to a lack of visibility, human errors, long invoice processing times and lots of waste.

They were looking for a modern solution that could provide digital data capture, storage and intelligently route their invoices to managers for approval.

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The Solution

The municipal government deployed PF360 Capture Cloud for AP automation, which digitized and automated the capturing, processing, and routing of their non-PO based invoices.

The solution also included M-files to store all invoices in the cloud with 1 TB of storage with a starting allocation to automate 20,000 invoices per year.

The Result

The municipal government was able to seamlessly automate their manual invoice processes and streamline workflows, giving time back to staff to focus on higher priority tasks.

Invoices now digitally go to verification to ensure data is extracted properly, sent through custom routing for manager approval, given a final review, and then exported as a CSV file and sent directly to their Keystone financial ERP.

Their account payable processes are now modernized with a digital system, which reduced their AP processing times by 20%, increased staff productivity by 25% and reduced APrelated costs by 30%.

Currently they are looking at other areas within their business units, like the clerk’s office to automate meeting minutes within the platform.