The Challenge
Beacon Logistics, a fast-growing freight and supply chain company, was overwhelmed by a flood of paper and PDF invoices from hundreds of vendors every month. Their finance team faced:
- Manual Data Entry: Staff spent hours transcribing invoice details into spreadsheets and accounting software, leading to frequent errors.
- Delayed Approvals: Invoices often languished in email inboxes or on managers’ desks, causing late payments and strained vendor relationships.
- Duplicate Payments & Missed Invoices: Without a central tracking system, invoices were sometimes paid twice—or not at all.
- No Real-Time Visibility: Leadership lacked a clear picture of outstanding liabilities, cash flow, and payment status.
The result was wasted time, frustrated vendors, and increased risk of financial penalties.
Discovery & Process Mapping
Our team conducted a thorough process audit:
- Invoice Flow Mapping: Tracked every step from invoice receipt to payment, identifying bottlenecks and points of failure.
- Data Analysis: Reviewed three months of invoices, highlighting error rates, processing times, and approval delays.
- Vendor Interviews: Gathered feedback from key vendors about their experience and pain points with Beacon’s payment process.
Key Findings:
- Average invoice processing time: 10 days
- Error rate in data entry: 12%
- 18% of invoices were paid late, incurring penalties
Solution Design & Technology Implementation
1. Centralized Invoice Capture
Technology Used: Dropbox, Zapier
- Vendors now email or upload invoices directly to a dedicated Dropbox folder.
- Zapier automation monitors the folder, instantly logging new invoices and extracting metadata (vendor, amount, due date).
2. Automated Data Extraction
Technology Used: Google Vision API (OCR), Google Sheets
- PDF and image invoices are automatically scanned using Google Vision API.
- Extracted data is pushed into a structured Google Sheet for review.
3. Approval Workflow Automation
Technology Used: Google Sheets, Slack, Zapier
- Each new invoice triggers a Slack notification to the assigned manager for approval.
- Approvals and comments are logged in Google Sheets, creating a transparent audit trail.
4. Duplicate & Error Detection
Technology Used: Custom Google Apps Script
- Scripts flag duplicate invoice numbers or mismatched amounts, alerting the finance team before payment.
5. Seamless Payment Scheduling
Technology Used: Xero (Accounting Software), Zapier
- Once approved, invoice data is sent to Xero for payment scheduling.
- Payment status updates are synced back to the Google Sheet and vendors receive automated confirmation emails.
6. Real-Time Reporting
Technology Used: Google Data Studio
- Leadership dashboard shows outstanding invoices, average processing time, and cash flow forecasts.
Implementation & Change Management
- Pilot Phase: Launched with a select group of vendors and invoices, refined automations based on feedback.
- Staff Training: Provided workshops and documentation for finance and management teams.
- Full Rollout: Expanded to all vendors, migrated historical invoice data, and set up ongoing support.
- Continuous Improvement: Monthly reviews to optimize OCR accuracy and workflow efficiency.
Visual Results
Before:
- Invoices scattered across emails and desks
- Manual data entry and frequent errors
- Approvals delayed by days or weeks
- Vendors frustrated by late or missed payments
After:
- All invoices captured and tracked in real time
- Automated data extraction and error detection
- Instant notifications and transparent approvals
- Vendors paid on time, with automated confirmations
- Leadership dashboard for proactive financial management
Brand Book
Beacon Logistics became known for reliability and professionalism in vendor relationships. The finance team shifted from firefighting to strategic planning, and the company’s reputation improved with both partners and auditors.
Results & Impact
- Invoice processing time reduced by 78% (from 10 days to 2.2 days)
- Data entry errors down by 90%
- Late payments reduced by 85%
- Duplicate payments eliminated
- Finance team workload cut by 40%
- Vendor satisfaction scores improved by 25%
- Leadership gained real-time visibility into cash flow and liabilities
Looking Forward
With automated invoice processing, Beacon Logistics is now equipped to scale operations, onboard new vendors effortlessly, and maintain strong financial controls. The system is ready to adapt to future growth and regulatory changes.
Ready to transform your finance operations?
Let’s automate your invoice processing for speed, accuracy, and peace of mind.