Redesigning Work Instead of Replacing Headcount
When a senior Accounts Payable team member relocated overseas, AsureQuality faced a strategic choice: recruit and absorb ongoing salary costs, or structurally reduce manual workload. Rather than replace capacity, AsureQuality partnered with Experieco to redesign the work.

Through a structured, process-first assessment and intelligent automation using Workato, Experieco enabled large portions of invoice ingestion, validation, and routing to be automated eliminating the need to replace the departing FTE while improving control, visibility, and scalability.

Exception scenarios were common:

• Missing or incorrect Purchase Orders

• Closed POs

• Duplicate invoices

• No clear internal owner

Key pain points

AsureQuality’s Accounts Payable team processed approximately 20,000 invoices annually, primarily received via supplier email

Each invoice required multiple manual steps:

• Email review and triage

• Attachment downloads

• Manual data extraction

• FinanceOne system login and PO lookup

• Two-way validation

• Exception investigation

• Manual stakeholder identification

• Approval routing
  
  

Process-First Approach

The business case was clear:
Intelligent automation could remove enough manual workload to avoid replacing the FTE, while improving operational performance.

Experieco began with structured Context Workshops to fully understand AsureQuality’s operational rhythms and workflow dependencies.
 
This included:

• End-to-end invoice process mapping

• Identification of repetitive, rules-based tasks

• Exception pattern analysis

• Quantification of automation-suitable effort

• Commercial business case development

 
Rather than introduce automation for its own sake, Experieco developed a prioritised roadmap aligned to measurable financial outcomes.
 

The Experieco Solution

1. Intelligent Invoice Ingestion
   Automation now:

   • Reads inbound supplier emails

   • Extracts structured invoice data using Intelligent Document Processing

   • Validates completeness and format

   • Categorises and routes invoices automatically

     
     

   This eliminated approximately 70% reduction in manual invoice handling
   
   

2. Automated PO Matching & FinanceOne Integration
   Using secure Workato integrations and FinanceOne APIs, automation now:

   • Searches for matching Purchase Orders

   • Performs two-way invoice validation

   • Confirms invoice accuracy

   • Prepares invoices for approval or structured exception handling

     
     

   This ensures real-time validation without requiring manual system navigation.
   
   

3. AI-Assisted Stakeholder Identification

   A key differentiator of the solution is intelligent ownership resolution.
   When invoices are received without valid Purchase Orders, automation analyses historical supplier interaction patterns to determine the most likely internal stakeholder.
   
   

4. Confidence-Based Governance

   Automation uses confidence scoring for data extraction. High-confidence invoices are processed automatically, while lower-confidence cases trigger structured human reviews. This human-in-the-loop approach ensures a balance of efficiency, accuracy, and control.