ProLift, an industrial equipment dealer with multiple locations throughout the South and Midwest, experienced an increased volume of payable invoices from their largest vendor, Toyota. Their total AP invoices went from 400 to 1200 a week, a 300% increase in a very short time. Processing invoices that arrived via e-mail with attached PDFs put a large strain on staff. ProLift asked the TrinSoft team for a solution that could handle these invoices with virtually no data entry and automatically insert them in their ERP software.

TrinSoft collaborated with ProLift to implement a solution using TrinDocs, which has a feature called InboundAutomation that was designed for their situation. InboundAutomation automatically processes the incoming Toyota e-mailed invoices, reads data from the PDF and inserts the data into their ERP solution. TrinDocs also handles many details behind the scenes such as finding matching receipt lines and validating totals and freight.

1. Invoice is received via email from Toyota.
2. Employee monitors email inbox for new e-mails from Toyota.
3. Employee opens attached PDF.
4. Employee prints PDF.
5. Employee retrieves PO and receipt lines from ERP system.
6. Employee matches receipt lines to invoice.
7. Employee keys invoice into ERP system.
8. Employee files paper copy in filing cabinet.

(ProLift learned that every location was also printing and filing paper copies of invoices.)

1. TrinDocs automatically monitors and processes inbound emailed invoices.
2. Employee validates invoice data in TrinDocs, clicks approve.

(Everyone has immediate access to search and retrieve invoices based on permissions.)

After implementing TrinDocs, ProLift cut the time it takes to process a Toyota invoice by nearly 50% and saved $125,000 during the first year with automation. In addition to reduced processing time, ProLift also realized these added benefits:

• Achieved 100% paperless processing
• Eliminated storage boxes and reclaimed office space previously used for storage
• Improved the quality, reduced errors, decreased the store error processing time
• Eliminated the manual sorting process
• Checks are printed 2 times per week vs. 1 time, improving vendor relationships
• Check-to-mail time has been reduced from 7 days to 1 day
• Visibility to transaction support and answering inquiries is significantly easier