Arbill
Structured Change Management Leads to New Evolution of Invoice Processing
A DataServ Client since 2014
Key Results
- 75% PO-based invoice volume
- 18-hour average invoice turnaround time
- 55% touchless invoice processing through AutoVouch™
- Arbill team is relieved of all document intake tasks
Key Stats
- Invoice volume: 16,004 annually
- ERPs: Epicor – P21
- Team size: 5 – 100
- Industry: Wholesale & Distribution
Executive Summary
Arbill is an award-winning manufacturer and supplier of safety services, safety technology, and safety products throughout the United States. The company was founded in 1945 and now provides more than 200,000 safety products, over 50 Environmental Health and Safety training courses, and safety technologies.
Prior to their engagement with DataServ, Arbill originally selected a competitor’s Purchase to Pay (P2P) solution in 2012 to assist with the development of an AP automation workflow. After 18 months of subpar results that included numerous missed supplier discounts and no reduction in manual invoice processing, Arbill went back to the drawing board.
DataServ was brought on board to tailor a solution that would eliminate manual document intake tasks and would not cause a huge disruption to the day-to-day operations of the business. The Purchasing department at Arbill was particularly hesitant to try a new approach when the first had failed so miserably. Strong change management was promised, and later demonstrated, by
the DataServ team. Additionally, DataServ guaranteed flexible tailoring options, advanced matching capabilities, and enhanced visibility to give Arbill the peace of mind they needed to make the switch.
Outcomes
In 2024, about 75% of Arbill’s invoice volume is now PO-based. They receive an average of 18-hour turnaround time, with a 99.9% accuracy rate from DataServ’s invoice data capture solution and achieve 55% touchless invoice processing with AutoVouch™.
Arbill had learned the hard lesson about P2P vs. APIA approaches before starting anew with DataServ: While automating the entire P2P process can boost administrative efficiencies and reduce finance and procurement operation costs, for most organizations this represents a major business process transformation not right for every company. It certainly was not right in this case. Change management had not been handled properly, but that concern is now in the past.
Business Impact
White Glove Support – Arbill was impressed from day one; DataServ’s project management and initial training made it a painless transition.
- Project timeline
- Follow up on milestones
- Change management support, both internal and vendors
- Training for all stakeholders
Solution Flexibility – DataServ’s tailored solution is quick to launch yet provides tailoring to fit Arbill’s unique needs.
No More Manual Processing – Solved with a simple combination of DataServ’s Invoice Processing Machine and AutoVouch™, The Arbill team is relieved of all document intake tasks, and only must touch invoices that are kicked out as exceptions in the pre-ERP three-way matching stage.
Minimal IT Support Required – In order to initialize, launch, and maintain the new AP process, minimal IT resources were needed. DataServ minimizes the need for extensive, ongoing IT involvement from clients, which is crucial for those who prefer not to develop and maintain their own internal technical support team. This is particularly beneficial for organizations with limited,
overstretched, or overloaded IT resources.
Thoughts from Arbill
"We chose DataServ to automate our AP process because they provided us with a single solution that ensures visibility across all AP transactions. In addition, DataServ offered a way to formalize and enforce controls around new vendor creation along with the ability to leverage technology so that additional headcount is not required in the future as we grow.”
"We brought up numerous scenarios that addressed the specific ways Arbill handles invoices, and DataServ incorporated all of these methods into the scope of the project.”
Let’s Start a Conversation
Regardless of where you are at in your AP automation journey, DataServ will meet you there and help you evolve.