AP Automation and Sage X3 Integration in Crewe, Cheshire

This Crewe-based, international software and technology company operates across 19 countries, providing services in telematics, fuel cards, insurance, vehicle solutions, telecoms and electric vehicles. Following a review of its finance systems and processes, the company identified the need for further automation to improve accounts payable efficiency and support its continued international growth.

Solution: Accounts Payable Automation with Power BI
Location: Crewe, Cheshire, with international operations
Sector: Software & Technology
Finance System: Sage X3
Key Result: Approximately 80% straight-through processing

Automating Accounts Payable to Support International Business Growth

The company wanted to automate its entire accounts payable process, covering both purchase order (PO) and non-PO invoices. Key objectives included reducing duplicate payments, lowering processing costs, minimising manual data entry and achieving higher levels of straight-through processing.

Improving financial visibility, ledger and VAT accuracy, KPI reporting and overall process control were also priorities. The solution needed to support the rollout of a purchasing process and accommodate anticipated business growth, including the addition of new legal entities.

Led by the Group Head of Purchase Ledger, who had extensive shared services experience, the company used a Request for Proposal (RFP) to identify its requirements and match these against available solution features. Five providers were approached, with two onsite and three virtual software demonstrations taking place.

Following a relatively short procurement process for a complex solution, the company selected Documation’s Accounts Payable Automation solution.

Intelligent Invoice Processing, AI-Powered Coding & Sage X3 Integration

Automated PO & Non-PO Invoice Processing

Documation’s Accounts Payable Automation solution streamlines the processing of PO and non-PO invoices, reducing manual intervention and supporting straight-through processing. Visibility of invoice queues and processing statuses enables the finance team to allocate resources effectively, prioritise workloads and improve operational efficiency.
AI-Powered Invoice Coding & VAT Accuracy

AI-enabled invoice coding allows the finance team to identify differences in VAT treatment at invoice-line level. Rather than automatically applying the standard 20% VAT code, the solution recognises where zero-rated VAT applies, supporting more accurate tax coding and reducing manual intervention.
Secure Sage X3 Integration & Power BI Reporting

Data security was a key priority for the company. Although Documation holds ISO 27001 certification, the business opted for an on-premises solution to meet its specific security requirements. Documation’s flexible integration capabilities, including its Web Services Connector for API-enabled software, support connectivity with existing finance systems.

The Outcome: 80% Straight-Through Processing & Greater Financial Visibility

Since implementing Documation’s Accounts Payable Automation solution, the company has achieved approximately 80% straight-through processing, reducing the time spent on manual invoice processing and enabling the finance team to focus on higher-value activities.

AI-powered invoice coding supports improved VAT accuracy, while visibility across invoice queues and processing statuses allows the team to allocate resources more effectively and maintain greater control over accounts payable operations.

With the solution fully rolled out and integrated with Sage X3, the company has established a more efficient, scalable accounts payable process that supports its international operations and future business growth.

Have an Invoice Process That Needs Automating?

Every finance team works differently. Whether you’re looking to automate PO and non-PO invoice processing, integrate with an existing finance system or solve a specific accounts payable challenge, Documation can configure a solution around your needs.

Tell us what you’re trying to achieve and we’ll help you find the right approach.