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How CSL Reduced Invoice Processing Time from 3 - 5 Days to Under 60 Seconds
CSL implemented an automated Salesforce invoice processing solution for a cloud managed services provider, combining Salesforce Document AI, custom Apex CSV parsing, and automated email services.
About the Project
Cloud Science Labs implemented a dual-track Salesforce invoice automation solution using Salesforce Document AI, custom Apex CSV parsing, and automated email services for a cloud managed services provider.
The solution automated the end-to-end Accounts Payable workflow by intelligently processing incoming PDF and CSV vendor invoices and automatically creating the appropriate Certinia Payable Invoice, Payable Line Item, Credit Note Invoice, and Credit Note Line Item records.
This eliminated repetitive manual data entry, reduced processing errors, and significantly accelerated invoice processing for the finance team.
Industry:
Project:
Information Technology
Salesforce Document AI & Invoice Processing Automation
About the Client
A leading cloud managed services provider helping enterprises accelerate cloud adoption and manage complex cloud environments. The organization works with a large network of technology vendors and partners, resulting in high volumes of incoming vendor invoices.
The Challenge
The client's Accounts Payable process relied heavily on manual invoice processing. Vendors submitted invoices through email in different formats, including PDFs and large CSV files, requiring the finance team to manually open emails, review invoice information, extract financial data, and enter it into the organization's Salesforce-based Certinia application.
This repetitive process consumed significant finance team resources and created opportunities for human error, including incorrect billing amounts, vendor information, and line-item data.
As the organization's vendor network and invoice volumes increased, the manual process became increasingly difficult to scale. Invoice processing could take several days, delaying approval cycles and limiting the finance team's ability to maintain real-time visibility into financial liabilities.
The organization needed an automated solution capable of handling both individual PDF invoices and high-volume CSV billing data without increasing administrative workload.
The Salesforce Solution
Cloud Science Labs (CSL) designed and implemented a dual-track invoice automation solution within Salesforce to process both PDF and high-volume CSV vendor invoices.
For PDF invoices, a Salesforce Email Service was configured to automatically capture incoming vendor emails and their attachments. Salesforce Document AI extracts relevant invoice information and line-item details from the documents.
Intelligent routing logic analyzes the document header to determine the invoice type and automatically creates the appropriate Certinia records. Depending on the document classification, the system generates either:
Payable Invoice and Payable Line Item records
Credit Note Invoice and Credit Note Line Item records
For high-volume CSV invoices, CSL developed a custom Apex-based processing solution. Large CSV files containing thousands of invoice rows can be forwarded to a designated email address, where custom Apex parses and processes the data directly.
The CSV workflow bypasses Document AI where structured data is already available, allowing large volumes of billing information to be processed efficiently. The same classification logic determines whether each record should be created as a Payable Invoice or Credit Note, enabling thousands of records to be generated automatically within seconds.
Technology used: Salesforce Platform, Certinia, Salesforce Document AI, Custom Apex, Apex Email Services
The Result
The automated invoice processing solution transformed the client's Accounts Payable operations by eliminating 95% of manual data entry across PDF and high-volume CSV invoice processing.
The finance team reclaimed an estimated 30+ hours per week previously spent on repetitive administrative tasks, allowing them to focus on higher-value financial activities.
Invoice processing time was reduced from an average of 3–5 days to under 60 seconds, with the solution capable of processing batches containing thousands of line items rapidly.
Automated extraction and structured Apex processing also improved data accuracy to near 100%, significantly reducing errors related to manual data entry, invoice amounts, vendor information, and line items.
With automated invoice creation and real-time processing within Certinia, the organization gained faster approval cycles, improved visibility into financial liabilities, and a scalable Accounts Payable process capable of supporting continued growth without a corresponding increase in administrative headcount.
Quick Answers
Can Salesforce automate invoice processing?
Yes. CSL implemented Salesforce Document AI, Apex automation, and Email Services to automatically process PDF and CSV vendor invoices and create corresponding Certinia records.
What results did the Salesforce invoice automation deliver?
The solution eliminated 95% of manual data entry, saved 30+ hours per week, reduced invoice processing time from 3–5 days to under 60 seconds, and improved data accuracy to near 100%.
Which technologies were used in this Salesforce solution?
Salesforce Document AI, Salesforce Platform, Certinia, Custom Apex, and Apex Email Services were used to automate invoice extraction, classification, processing, and record creation.
Ready to Do the Same?
If your finance team is spending too much time manually processing invoices, Cloud Science Labs can help you automate Accounts Payable workflows with Salesforce and intelligent document processing.
Book a free Salesforce assessment: digital@cloudsciencelabs.com