Automation Document Management

Automating Your AP Document Management: Is it Worth It?

In 2022, DeliverIt Pharmacy shaved weeks off their approvals process, increased financial record accuracy, and spent a whole lot less on gasoline (no, really) by changing how they manage AP documents.

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Frustrated by Manual AP Processes? Here’s How We Fixed It

Jenny Wong, the accounts payable manager at DeliverIt Pharmacy, was spending her workdays driving across Houston to manage invoices, approvals, and orders for the company’s four locations. The manual process consumed an entire week, leaving her constantly playing catch-up.

Determined to solve the inefficiencies and frustrations, Jenny explored automated solutions to streamline DeliverIt’s AP documentation process.

Streamlining AP Management with a Customized Approach

DeliverIt Pharmacy needed an AP document management system tailored to their specific operations. As a family-owned business with multiple locations and services—such as multilingual customer care and home services—their new system had to:

  • Manage invoices and receipts seamlessly.
  • Accelerate payments, invoicing, and approvals.
  • Ensure accuracy in documentation.
  • Minimize errors from manual data entry.
  • Store and organize transaction-related files.

Jenny piloted a proof-of-concept program with one delivery company. This allowed her to test the system's impact before full implementation. Step by step, she automated AP processes at each location, training staff and addressing issues along the way.

The Results: Faster, Smarter AP Processes

By transitioning to automated document management, DeliverIt experienced significant improvements:

  • Faster payments to vendors.
  • Real-time document access (eliminating hours spent driving).
  • Quicker approval and verification processes.

“It has helped me provide payments more efficiently, more on time,” Jenny shared, adding that her coworkers appreciated the change, too.

Her boss noticed her initiative, recognizing Jenny as a strategic partner in the business. With time saved and a smoother workflow, DeliverIt is now looking to integrate more advanced features, including automated accounting workflows and digital signatures.

DeliverIt’s success offers key lessons for professionals exploring AP automation:

  • Understand the full scope of a solution, including potential hidden costs.
  • Choose a system that fits your specific business needs.
  • Start small with pilot programs to manage change effectively.
  • Ensure your provider offers ongoing support.

Automation isn’t just about efficiency—it’s about positioning yourself and your company for long-term success.

Essential Features Utilized

DocuXplorer offers user-friendly tools designed to simplify document management, improve efficiency, and support seamless workflows. These core features adapt to any business need, enabling organizations to save time and achieve their goals.

Consulting

Highly experienced organizational experts at your service.

Digital Signatures

Send, track, and securely store legally binding contracts.

DX Cloud Hosting

Host your data in the cloud, powered by Microsoft Azure.

Email Assistant

No more downloading, printing, or filing, delegate your tasks to DX.

Custom Organization

Powerfully structured library tree that’s familiar and flexible.

Compliance

Ensure you meet all government security and privacy regulations.

Your Partner in Success

We’re all about breaking bottlenecks and making handoffs between departments smoother. By standardizing processes, you sharpen your edge and stay ahead of the competition.

DocuXplorer isn’t just about flexible tools—it’s about a team dedicated to your vision. Our collaborative approach evolves with your business. Just ask the clients who’ve trusted us for over 20 years!