Based in:  Global MNC headquarterd in Japan

Peakflo customer since: August 2024

Integration: SFTP (Secure File Transfer Protocol) 

Before Peakflo, our client used Excel sheets and other tools for creating and managing their purchase orders and bills. The entire process was not centralized and the AP team had to spend many hours using different platforms for their invoice processing. 

With Peakflo’s SFTP integrations, now our client’s AP team can transfer files and data securely and in real-time, keeping all their bill management centralized.

Training and onboarding: 

Peakflo has delivered extensive onboarding and training sessions, both online and in-person, for the client’s team. The Peakflo support team developed detailed presentations for the AP team and created specialized training materials for the designated individual responsible for onboarding the client’s suppliers.

Problem: Manual Process for Vendor Invoice Issuance and Supporting Document Validation

Before Peakflo, vendors submitted invoices manually in hardcopy to our client. The Procurement team had to check if the received supporting documents or invoices are correct. Then, The Accounting (AP) team would recheck the invoice and input the details already processed by the Procurement team.
For new vendors, the Procurement team would input the invoice using a template, and the approvers would manually validate and verify the purchase order details.
This entire process was time-consuming for the procurement and AP team.

Solution: Peakflo’s vendor portal and AI-powered document validation

With Peakflo’s vendor portal, vendors input invoices directly into the system using the purchase order that corresponds to the goods receipt transaction completed by our client. Vendors only need to upload supporting documents such as the tax invoice and shipping list. For certain vendors, they are also required to upload the invoice itself.
Supporting documents are now automatically reviewed using Peakflo’s AI-powered document validation. With Peakflo’s timeline feature, the AP team can easily communicate with vendors, check invoice history, and access validated files.

Problem: Manual 3-way matching

Before Peakflo, our client’s AP team manually matched purchase orders with invoices and shipping lists. If there were any discrepancies, the Accounting (AP) team would notify the Procurement team, who would then contact the vendor to request corrections. This process was inefficient and took significant time from our client. 

Solution: Automated 3-way matching and validation

Peakflo automatically matches purchase orders with invoices and flags any discrepancies, even at the line-item level. It also matches purchase orders with receipt records based on the payment method selected by the AP team. This function speeds up the matching process. If any discrepancies or issues are flagged, the AP team can easily communicate with vendors, allowing for quick corrections.