Overview
Benefits
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Case Studies
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Overview
Benefits
Features
Case Studies
FAQs
LET'S TALK

Duke University Transforms

Accounts Payable Efficiency

with APayCenter

A Success Story

Background and Challenges

Duke University, a renowned medical research institution in Durham, North Carolina, faced daunting challenges in managing its accounts payable (AP) processes.

With a staggering volume of 900,000 invoices annually, including 35,000 paper invoices monthly, Duke struggled with manual tasks, time-consuming processes, and limited visibility into its financial operations.

Solution Implementation

In response to these challenges, Duke implemented APayCenter, a comprehensive accounts payable automation solution. Through meticulous analysis and collaboration, the implementation team identified five critical areas for improvement:

1 – Document Storage, Distribution, and Capture

APayCenter facilitated the transition from manual paper handling to an ArchiveLink-certified content repository, ensuring seamless access to electronic invoices within 24 hours.

2 – Invoice Process Automation

By leveraging OCR capture technology, Duke streamlined invoice data extraction and eliminated backlogs, ensuring real-time visibility into liabilities and invoice statuses through the APayCenter dashboard.

3 – Exception and Approval Automation

Duke implemented SAP Workflows integrated with APayCenter to efficiently manage invoice exceptions and approvals, significantly reducing manual intervention and enhancing audit trails.

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4 – Reporting and Analytics

APayCenter empowered Duke with robust reporting capabilities, enabling quick generation of productivity and liability reports for informed decision-making.

5 – Audit and Compliance

APayCenter's streamlined processes facilitated faster retrieval of invoice documents, reducing the time needed to fulfill external audit requests.

The APayCenter Solution

Duke's decision to adopt APayCenter was driven by its seamless integration with SAP and OCR solutions, coupled with its unparalleled flexibility to meet specific business needs. The results were transformative:

  • Reduction in AP Staffing Expenses: Duke achieved a 25% reduction in AP staff, reallocating resources to core mission areas such as education, research, and patient care.
  • Elimination of Paper Invoice Costs: APayCenter eliminated paper copy and distribution costs, contributing to significant cost savings.
  • Streamlined Processes: Invoice backlog reduced by 10-15 days, with all invoices visible to internal stakeholders within 24 hours of receipt.
  • Enhanced Visibility and Control: Managers gained real-time access to liabilities, productivity, and invoice statuses, enabling proactive decision-making.
  • Improved Compliance: APayCenter ensured compliance with internal and external audit requirements, reducing the burden on internal audit teams.
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About The Author

Torsten Schnorpfeil has over two decades of experience as a software technology executive, he specializes in spearheading digital transformation initiatives for Fortune 1000 companies, driving efficiency, and cost reduction across enterprise-wide content and business processes.