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Connected Document Automation Workflow

AP Automation and Sage 200 Integration, Wolverhampton

Discover how we helped a Wolverhampton-based industrial machinery manufacturer and distributor streamline accounts payable, reduce manual processing costs and support business growth with cloud-based invoice automation integrated with Sage 200.

  • Solution: Invoice Management Solution (IMS)
  • Location: Wolverhampton, West Midlands, UK
  • Sector: Manufacturing and Distribution of Industrial Machinery and Equipment
  • Integration: Sage 200

The Challenge

Overcoming Manual Invoice Processing

A Wolverhampton-based manufacturer and distributor of industrial machinery and equipment needed to modernise its highly manual accounts payable (AP) process.

Supplier invoices and credit notes were stored on a shared network drive, while email-driven approvals and exception handling created unnecessary administration, limited visibility and reduced financial control.

With business growth anticipated, the organisation wanted to improve efficiency and handle increasing invoice volumes without expanding its accounts payable team.

The Requirements

Improving Efficiency and Financial Control

The business needed a cloud-based AP automation solution that could streamline invoice processing while strengthening internal controls.

The key requirements included:

  • Automated invoice and credit note capture.
  • Supplier verification and duplicate detection.
  • Three-way PO matching and exception handling.
  • Online coding and approval of non-PO invoices.
  • Integration with Sage 200.
  • Business Intelligence dashboards and reporting.
  • Digital document storage and retrieval.

The aim was to reduce processing costs, improve visibility and support business growth without increasing staffing levels.

office team using invoice processing software

The Solution

Intelligent Invoice Management Automation

We implemented its cloud-based Invoice Management Solution (IMS) to automate both purchase order (PO) and non-PO invoice processing.

Intelligent data capture removes the need for routine manual entry, while automated validation and duplicate detection help identify discrepancies earlier.

The solution also supports three-way matching of PO invoices, structured exception handling and online coding and approvals for non-PO invoices, helping the finance team maintain control while reducing administrative effort.

documation partnership

The Outcome

  • Reduced manual data entry

    Touchless, straight-through processing enables eligible invoices to be processed without manual intervention.

  • Improved efficiency

    Automated invoice capture, matching and approval workflows reduce repetitive administration.

  • Lower operating costs

    Streamlined processing reduces the time and resources required to manage supplier invoices.

  • Greater financial control

    Configurable approval workflows support adherence to Delegation of Authority policies and business rules.

  • Improved visibility

    Business Intelligence dashboards and reporting provide clearer oversight of invoice processing and exceptions.

  • Compliant digital document management

    Cloud-based storage and retrieval replace manual filing on shared network drives.

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Have a Process That Needs Automating?

Every finance team works differently. Whether you’re looking to automate a complex process, integrate with an existing finance system or solve a specific AP or document processing 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.

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