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DashboardInvoice Approval Workflow
Current-State Analysis
AI Opportunity Assessment
Future-State Workflow
Adoption Strategy
Change Management
Implementation Roadmap
Executive Summary

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Current-State Analysis

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Accounts payable's invoice intake, coding, review, and payment process for vendor invoices across all business units. Currently fully manual from intake through payment scheduling.
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Process steps

Step
  • 1. Submit invoice
    OwnerAP Clerk
    Depends on—
    Pain points—
  • 2. Manual data entry
    OwnerAP Clerk
    Depends on
    Submit invoice
    Pain points
    High
  • 3. Manager review
    OwnerAP Manager
    Depends on
    Manual data entry
    Pain points
    Medium
  • 4. Finance approvalDecision
    OwnerFinance Director
    Depends on
    Manager review
    Pain points—
  • 5. Exception handling
    OwnerFinance Director
    Depends on
    Finance approval — If over $5,000 or PO mismatch
    Pain points
    High
  • 6. Payment scheduling
    OwnerAP Clerk
    Depends on
    Finance approval — If under $5,000 and PO matchedException handling
    Pain points
    Low
  • 7. Vendor confirmation
    OwnerAP Clerk
    Depends on
    Payment scheduling
    Pain points—

Pain points identified

Pain point
  • AP clerks manually key every invoice line item, taking 15-20 minutes per invoice and regularly introducing transcription errors.
    Related stepManual data entry
    CategoryManual effort
    Severity
    High
  • The manager review queue regularly backs up 2-3 days during month-end close, delaying every downstream approval.
    Related stepManager review
    CategoryDelay
    Severity
    Medium
  • Escalated invoices sit in a shared inbox with no tracking, so nobody has visibility into how many exceptions are open or how old they are.
    Related stepException handling
    CategoryVisibility gap
    Severity
    High
  • Duplicate invoices from the same vendor are occasionally paid twice before being caught in month-end reconciliation.
    Related stepPayment scheduling
    CategoryError-prone
    Severity
    Low

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