Modernizing Campus Commerce at a Large Midwestern University: Achieving AI-Driven AP Digital Transformation

Key challenges included

Decentralized bottlenecks

Invoices arriving in a mix of paper and PDF formats across multiple campuses led to fragmented workflows and data silos.

Operational drag

Heavy reliance on manual data entry and human-led validation significantly slowed invoice processing and payment cycles.

Strained vendor relationships

Lack of centralized visibility made responding to vendor inquiries reactive and time-consuming, impacting trust and efficiency.

The university required more than basic digitization. It needed an AP solution that could intelligently understand invoices and integrate seamlessly with its existing ERP environment.

The institution selected AstuteAP for its native integration capabilities and advanced AI-driven automation.

Key implementation capabilities included:

AI-driven data extraction

OCR and machine learning automatically read invoices and extract header and line-level data with high precision.

Automated match-and-validate

Built-in 2-way and 3-way matching against Purchase Orders and Receipts enabled instant validation.

Exception-based routing

Only invoices with discrepancies or missing information were flagged for human review, allowing clean invoices to flow directly into the ERP.