Wiese USA
Centralizing AP Automation to Redistribute Workload
A DataServ Client since 2014
![](https://www.dataserv.com/wp-content/uploads/2024/07/iStock-539281315-scaled.jpg)
Key Results:
- 75% reduction in FTEs since initialization
- 72% first-pass AutoVouch™ success rate
- 66% first-pass success rate for all PO Invoices
Key Results:
- Invoice volume: 147,502 (last 360 days)
- ERPs: EBS; Microsoft Dynamics AX (2012 R2)
- Team size: 1,000 – 5,000
- Industry: Wholesale & Distribution
Executive Summary
Wiese USA, a leading authorized dealer and service provider for industrial equipment based in St. Louis, MO, sought to streamline their extremely decentralized Accounts Payable (AP) processes across their highly distributed network of 60 locations.
Dissatisfied with the costs, risks and slower cycle times of a distributed payables model, Wiese partnered with DataServ to streamline and centralize their AP. Prior to the project, invoices were received at every location and headquarters (sometimes both!) where they were entered into their ERP. Each location utilized one Full-Time Equivalent (FTE) to manage all their Accounts Receivable, Accounts Payable, and Customer Service tasks. It was a lot of work for one person to handle, and often AP tasks were deprioritized in favor of servicing customers in the branch. Natural delays would occur due to misplaced invoices, transporting invoices between coders and approvers in various locations, poor visibility into these liabilities made cash forecasting difficult.
To achieve value early in the project, DataServ applied our unique “Evolution vs Revolution” philosophy to cutover 100% of the invoice volume even before the staff changes were all in place providing Weise with the flexibility they needed to get started on their transformation to a centralized team, new ERP and streamlined processes.
Over a decade of collaboration beginning in 2014, DataServ’s solutions have enabled Wiese to continuously improve their AP process through several IT team changes, business growth and ERP projects. They have successfully shifted their AP team’s focus from “processing” to “optimizing” and enabled the whole organization to focus on what’s most important to them: customer service.
Outcomes
DataServ successfully initialized a highly automated AP Invoice Automation system for Wiese, allowing them to centralize and streamline their AP team and processes while integrating with both their new and old ERP systems. Initially focusing on the branches already on the new ERP, DataServ eventually achieved seamless integration across all 60 branches. DataServ’s pre-ERP functionality combined with extensive experience across a wide range of ERP systems made them the perfect choice for the two ERP systems that were utilized by the Wiese team at that time.
This centralization allowed Wiese to reduce the number of personnel involved in AP processes from over 20 “partial” individuals to a focused team of 5-6 experts. The transition not only streamlined their AP operations but also minimized delays and lost invoices, improving visibility, cash flow management, and vendor relationships.
Business Impact
The centralization of Wiese’s AP system by DataServ has had a profound impact on their business. By reallocating manpower from AP tasks to customer service, Wiese was able to enhance their customer experience and operational focus. This shift has led to better resource utilization and a significant increase in customer satisfaction and employee engagement.
As of July 2024, Wiese is achieving a 72% touchless invoice processing rate through AutoVouch™. The enormous reduction in manual intervention has resulted in significant improvements in employee job satisfaction at Wiese. Now that the AP team is no longer burdened with repetitive data entry tasks, they report higher work satisfaction and enlightenment. Wiese’s employee turnover has dropped since implementing the AutoVouch™ solution.
The longstanding partnership and recent contract renewal in 2024 highlight the trust and value Wiese places in DataServ’s solutions, showcasing a successful case of digital transformation in a traditionally manual and distributed environment.
Thoughts from Wiese
“We have cut down on the amount of paper invoices that we must shuffle through for accounts payable. Everything is grouped together in one location with the ability to code right on the screen. With our payable system, if the invoice matches the PO, the process is automatic. I never have to approve it. It has cut payable time down to a fraction.”
- Wiese Service Coordinator
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