6-Real World Accounts Payable Automation Case Study

We’ve compiled 6 real-life case studies to show how companies have transformed their AP processes—reducing invoice processing times, cutting down on back-and-forth emails, and paying vendors faster.

In this blog, you’ll see how ProcureDesk made a difference for six industry leaders: Coast Flight, Elhogar, Indiana Beach, Cerebral Therapeutics, Quantus, and Funai. Each case highlights specific challenges and how ProcureDesk helped solve them.

If your team is running into bottlenecks and inefficiencies in accounts payable, it may be time to consider automation. Curious to see how ProcureDesk works? Click here to schedule a walkthrough.

What Is Accounts Payable Automation?

Accounts payable automation refers to using technology to automate steps like invoice capture, data entry, approval workflows, and payment processing.

Here are some of the key benefits:

• Cost savings: Eliminate manual tasks and reduce errors to save on operational costs.

• Improved accuracy: Automate invoice handling to minimize mistakes.

• Faster processing: Say goodbye to slow approvals and endless email chains.

• Increased visibility: Get real-time insights into invoice statuses and spending.

• Better control: Streamline workflows and approval processes for compliance.

How ProcureDesk Helps

ProcureDesk supports small to midsize companies by automating their AP process—from invoice capture to syncing with your accounting system. Key features include:

• E-invoicing: Auto-captures invoices and matches them with purchase orders.

• Purchase order automation: Automatically generates and sends POs.

• Tracking: Know where your orders are with order acknowledgment and shipping notices.

• Approval workflows: Customize approvals to ensure compliance.

• Budget controls: Define granular budgets and monitor spend in real time.

Case Study #1: Coast Flight

Company Overview

A top aviation training academy with three locations in the U.S., Coast Flight trains aspiring commercial pilots.

Challenge: Manual Spreadsheets

Each location managed its own purchasing via spreadsheets. The accounting team only found out about expenses when invoices arrived. The lack of visibility and time-consuming reconciliation created inefficiencies.

Solution: Centralized Procure-to-Pay

Coast Flight used the COVID-19 downtime to implement ProcureDesk. Now, all purchasing is centralized. Approval workflows are automated, real-time budget visibility is in place, and the 3-way match process is streamlined.

Results

• 25–35% time savings in invoice processing

• Elimination of manual entry into QuickBooks

• Improved control and transparency for CFO and budget owners

Case Study #2: Elhogar Community Services

Company Overview

A non-profit providing mental health services and senior care since 1977.

Challenge: Lack of Expense Visibility

Manual requisitions via email delayed reimbursements and created cash flow issues.

Solution: Streamlined Approvals and Vendor Catalogs

Approvals were rerouted to Directors to avoid bottlenecks. Top vendors were added to a catalog for easy ordering. Implementation took just 2-3 weeks.

Results

• Requisition creation time dropped from 10–15 minutes to a few minutes

• Over 50% reduction in approval cycle

• Improved cash flow visibility and compliance

Case Study #3: Indiana Beach

Company Overview

A seasonal amusement park with attractions, campgrounds, and restaurants.

Challenge: Cash Flow Control

Manual PO creation and email-based approvals slowed operations, especially during peak seasons with high purchase volumes.

Solution: Purchase Order Automation

ProcureDesk automated PO generation and approvals, giving Finance a real-time view of spend.

Results

• Reduced purchase cycle times

• Scalable operations across seasons

• Better budgeting and proactive cash flow management

Case Study #4: Cerebral Therapeutics

Company Overview

A clinical-stage biopharma company developing therapies for neurological diseases.

Challenge: No Insight Into Spending

Manual POs via Microsoft Word and disjointed processes limited their ability to track spend.

Solution: Centralized Procurement

ProcureDesk provided a system for issuing and tracking POs, automating invoice capture, and syncing with their ERP.

Results

• Real-time spend tracking

• Elimination of manual PO processing

• Improved audit readiness and regulatory compliance

Case Study #5: Quantus

Company Overview

Quantus is a multidisciplinary engineering and environmental consulting firm.

Challenge: Paper-Based Purchasing

The company relied on paper requisitions, leading to slow approvals and limited visibility.

Solution: Digital Transformation

ProcureDesk enabled digital requisition creation, electronic approvals, and tracking.

Results

• Quicker procurement cycles

• Enhanced cross-department collaboration

• Improved financial forecasting

Case Study #6: Funai

Company Overview

Funai develops and manufactures electronics including printers, TVs, and audio systems.

Challenge: Manual Processing Slowing AP

With operations across multiple countries, Funai struggled to keep AP efficient and error-free.

Solution: End-to-End Automation

ProcureDesk automated invoice capture, matched them with POs, and synchronized data with their ERP.

Results

• Improved global visibility

• Reduced AP errors

• Faster vendor payments and strengthened relationships

Final Thoughts

Whether you're a nonprofit, a seasonal business, or a high-growth startup, streamlining your AP processes can dramatically improve your operational efficiency.

These six companies transformed their workflows with ProcureDesk—cutting manual work, reducing costs, and gaining full control over their accounts payable process.

Want to learn how ProcureDesk can help your business? See it in action today!