Case Study
Accounts Payable
Intelligent Document Processing
Details
Industry: Engineered Materials Provider
Rogers Corporation was experiencing rapid growth, and its accounts payable team couldn’t keep pace with increasing invoice volumes across paper, email, and fax. Recordsforce implemented an Intelligent Document Processing (IDP) solution to digitize incoming invoices, automatically extract critical invoice data, validate low-confidence results, and deliver accurate, structured data into Rogers’ existing PeopleSoft workflow. The solution increased invoice data accuracy to 99%, enabled 99.5% of invoices to be processed the same day, and reduced labor costs from more than $10 to less than $2 per invoice.
Analyzing The Problem
Rapid growth created a document processing bottleneck for Rogers Corporation’s accounts payable department. As invoice volumes increased, staff struggled to capture, process, and track invoices efficiently while maintaining the company’s 5–10 day turnaround policy.
Invoices arrived through multiple channels, including paper, email, and fax, but Rogers lacked a centralized, automated way to process them. Email invoices were being manually printed before processing, adding unnecessary steps and making it difficult for the AP team to keep up.
The manual process contributed to lost invoices, slow approvals, inconsistent data entry, missed early-payment discounts, and late fees. In some cases, services were even shut off because invoices had not been processed and paid on time.
Creating A Customized IDP Solution
Recordsforce developed an intelligent document processing solution to automate invoice capture, data extraction, validation, matching and delivery.
Rogers established a dedicated PO box, email account, and fax number so vendor invoices from multiple sources could enter one standardized processing workflow.
- Capture & Digitization: Paper invoices are digitized, while email and fax invoices are automatically prepared for processing. Emailed invoices are separated from their emails and formatted for processing. Faxed invoices are brought in the same way as emails.
- Intelligent Data Extraction: Automated document processing technology identifies and extracts required invoice data, including vendor information, invoice numbers, dates, PO numbers, totals, line-item details, taxes, freight, and other fields.
- Human Validation: Low-confidence data is routed to Recordsforce specialists for review, combining automation with human validation to maintain high levels of accuracy.
- Invoice Matching & Exception Handling: Validated data is fed into a PO/Packing Slip/Invoice Matching System to identify perfect matches, quantity and price exceptions, non-PO invoices, new vendors, and other exceptions.
- Structured Data Delivery: Verified invoice data, images, and status indicators are delivered to Rogers for import into PeopleSoft, eliminating manual data entry and giving employees easy digital access to invoice information.
Rogers was also given access to a secure online exception management system, providing a centralized way for their team and vendors to resolve invoice issues and track the status of exceptions throughout the process.
Results
By combining intelligent automation with human validation, Rogers transformed a labor-intensive invoice process into a scalable IDP workflow. Invoice data accuracy increased to 99%, while 99.5% of invoices are now processed the same day they are received.
The solution also:
- Reduced labor costs from more than $10 to less than $2 per invoice
- Eliminated manual paper processing from the AP department
- Reduced duplicate invoices and data-entry errors
- Eliminated late notices and service cancellations caused by lost invoices
- Helped vendors get paid on time
- Increased opportunities to capture quick-pay discounts
- Improved visibility into invoice processing and exceptions
- Provided easy digital access to invoice images within PeopleSoft
- Created complete disaster recovery for critical invoice records
