The Challenge: Scaling Beyond Legacy Processes

A historic, family-owned food manufacturer in the heart of the South West faced a common hurdle for growing businesses: an Accounts Payable (AP) function burdened by manual legacy processes. With over 3,000 suppliers and 16,000 annual invoices, the existing system was struggling to keep pace with exponential growth

Key challenges included:

• Lack of Visibility: No centralised system to track invoices or monitor outstanding payment

• Manual Bottlenecks: Approval cycles relied on physical signatures and manual routing, leading to delayed payments.

• Data Inaccuracy: Manual entry into their MS Dynamics system was time-consuming and error-prone

• System Distrust: A previous attempt at automated scanning had failed, resulting in a return to manual processing.

   

The Solution: AI-Powered Automation

The manufacturer partnered with TCG Process to implement OCTO, a cloud-ready process automation platform. This solution was specifically chosen to replace failing OCR software with advanced AI, ensuring the system could adapt to future needs.

The technical implementation featured:

• AP Accelerator: Leveraging proven best practices to expedite ROI.

• Cloud-Based Deployment: Minimising the burden on internal IT infrastructure.

• Seamless Integration: The “composable architecture” allowed for a smooth transition during an ERP upgrade from Dynamics NAV to Business Central with zero process disruption

• Automated Reminders: Replacing manual follow-ups with automated triggers for business users.

   

The Results: Transformative Efficiency

The shift from manual to AI-driven processing delivered immediate improvements to the manufacturer’s bottom line and operational health:

• 85% Reduction in Processing Time: Invoice processing that previously took two weeks is now completed in just two days

• Increased Capacity: The finance team regained over 500 hours of capacity, allowing them to focus on higher-value tasks.

• Improved Accuracy: Data input accuracy rates saw a 20% improvement

• Stronger Supplier Relationships: A significant drop in payment inquiries has fortified the company’s reputation as a reliable partner

“The automation provided clear visibility of pre-existing failures within our procurement practices, allowing for targeted reviews and significant internal improvements.” — Group Financial Director.

If you are interested we can provide a more detailed document describing the problems, the solution and the benefits achieved, simply send us a message here to receive it.

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