Small Association Automates 92% of Its Invoices
Quick Summary
The Hospital Association of Oregon, a small nonprofit, moved its accounts payable from emailed invoices and mailed checks to an AI-assisted workflow on Ramp that syncs with NetSuite. About 92% of monthly invoices now process automatically and month-end close is five days faster.
The Use Case
Invoices arrived as email attachments. Someone keyed each voucher into the accounting system, keyed it again for approval, printed and stamped a check, and mailed it. An AP batch took about ten hours, reimbursements waited two weeks for the next check run, and reconciliation dragged out the close. The association put invoices through OCR, routed them to approvers automatically, synced approved bills to NetSuite, and let card transactions arrive with accounting codes already filled in. The finance team now touches fewer than one in ten invoices.
Real Example
- A vendor emails an invoice to the AP inbox
- OCR reads the vendor, amount, date and line items and creates the bill
- The bill routes to the right approver based on department and amount
- On approval it syncs to NetSuite with the GL coding attached
- Payment goes out electronically; no check is printed or mailed
- Card purchases from the same week land in NetSuite pre-coded, and an employee expense is reimbursed in a day or two instead of two weeks
Why It Matters
- 92% of invoices automated; the team touches under 10%
- An AP batch went from about 10 hours to a couple of minutes, roughly 700 hours reclaimed over three and a half years
- Month-end close is 5 days faster, and 79% of card transactions code themselves