Using AI to get a $19M invoice backlog under control without loosening AP controls

A global manufacturer of electric offroad and utility vehicles.

The manufacturer was carrying roughly 2,000 open invoices worth $19 million. More than 20% of payments were late, putting supplier relationships and negotiating leverage at risk. Payments also arrived in unpredictable waves, complicating cash planning and adding costs.

Behind those numbers was an AP team spending too much time finding documents, updating spreadsheets, and chasing approvals. Each invoice also faced an unusually demanding four-way match across purchase orders, invoices, goods receipts, and delivery records. A legacy ERP limited integration options. The business needed to get invoices moving without compromising payment controls or auditability.

AI-enabled accounts payable managed services for manufacturing, combining intelligent document processing, invoice reconciliation, RPA, approval workflows, and real-time visibility.

Rather than automate AP as-is, Softtek reengineered the workflow around what people, RPA, and AI do best. Validation and approvals stayed with people. The solution used existing client tools and the managed service, with no capital investment.

1. Redesigned and tested the invoice workflow with BPMN simulations.
2. Used RPA to automate invoice intake, routing, and approval triggers.
3. Deployed AI agents for document extraction and complex four-way matching.
4. Added data checks, partial-match handling, and human validation before posting.
5. Built shared approval workbenches and Power BI dashboards for holds, disputes, and KPIs.