When the University team reviewed how invoices were being processed, they discovered a cumbersome and time-consuming workflow. Invoices were handled through a manual, non-PO process that required individual check requests and multiple handoffs between departments, the Shared Services Center (SSC), and Accounts Payable. This outdated method prevented leveraging IDR (Invoice Document Recognition) technology, slowing payment times and creating a heavy administrative burden.
To improve this, we set up POs with key suppliers like Anda, PBA Health, CINTAS, Kingston, Thomson Reuters, and others, covering a total of 2,789 invoices. Now, when the University places an order with a supplier under a PO, the supplier’s invoices are sent directly to the Accounts Payable email inbox. The IDR system automatically scans and processes these invoices for payment without manual data entry.
This change is already helping the University improve payment turnaround and meet the 30-day payment goal. More importantly, it’s reducing administrative work and allowing staff to focus on strategic priorities rather than manual invoice entry.
Fellow Change Agents:
- Angel Gillaspie
- Lee Goetz
- Haylie Lancaster
- Shauna Owens
- Dave Moore
- Dave Hunt
- Lori Haaga
- Krissie Druen
- Lindsay Reiter
- Wilisha Thompson
Impact of idea:
Ability to automate ~2,800 invoices annually and $42,000 in productivity savings
