DataBank Automates AP and Implements Frontend Invoice Processing for Midwest Manufacturing Company

This worldwide organization and manufacturer of products that improves productivity for its customers turned to DataBank to improve productivity in their Accounts Payable department. They currently had installed software that provided backend processing of their invoices. In their desire to automate and improve on the workflow of AP processing, they sought a document management company experienced in successfully implementing solutions for AP.

With offices spread worldwide and the desire to eliminate mailing and faxing of paper documents to their central processing location, DataBank designed and implemented an electronic document management solution based on OnBase software.

Project initiation began with analysis, design, and business process reengineering by one of DataBank’s senior solutions consultants and resulted in a significantly more efficient operation that included front-end invoice processing.

• Point of entry scanners were implemented at remote locations.


• Scanned documents are transmitted and imported directly into DataBank’s solution using OnBase software, and immediately kick off an automated AP workflow based on the AP department’s processing rules.


• To improve accuracy and speed processing, 3-way matching of Invoices, Purchase Orders, and Receiving documents, automatic checking against approved AP codes and routing to appropriate authorization levels are part of the designed workflow.


• The solution not only processes POs but also non-PO invoices and, based on workflow rules, routes them for automatic approval if business rules allow.


• To provide a comprehensive and seamless solution, DataBank integrated Document Management and Business Process Automation with the AP department’s BAAN Accounting System.


• The system automates the filing of different classes of invoices, allowing the AP department to maintain separate electronic file cabinets for capital projects.


• Auditing and activity reports are easily produced which allow increased visibility into who is approving which invoices.


• Another desired feature that was added was the ability to easily access historical invoices to answer the question “what did we pay last time for this item?”

The solution now automates the processing of all incoming invoices each month with significantly higher accuracy rates.

And just to add one more benefit and still remain within our 1-minute snapshot –

• As a global company, they now process and approve expenses with ease for all global business travel.

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