Based in:  Indonesia Peakflo customer since: January 2023

Problem: Manual invoice data entry

The Qoala AP team spent a lot of time on adding each invoice details manually in Xero and check or correct the data entry errors. This mundane and error-prone process hindered the productivity of Qoala’s AP team. 

Solution: Peakflo AI-powered invoice capture

Now with Peakflo, all the invoices are being captured and digitized automatically. Qoala’s finance team and vendors can submit invoices to a dedicated invoice capture email and the invoices will be digitized accurately in Peakflo without taking a minute of the AP team’s time. 

Problem: Manual approval process

Qoala has many departments and business units which results in the approval matrix complexities. Before Peakflo, the approvals were done using emails, or internal chats. Lack of approval workflow automation resulted in time being spent on manually crafting approvals and reaching out to each approver individually.

Solution: Peakflo’s rules engine and approval workflow

With Peakflo’s smart approval workflows, Qoala’s finance team has been able to streamline and simplify the approval process. With Peakflo “Rules” the finance team can route the approvals to the right approver using custom fields such as “department head”. These rules are assigned to approval workflows and follow the same policies. The AP team is now automatically sending approvals to the approvers and does not spend time on crafting and sending approval manually. 

Problem: Lack of visibility over the communications and the audit trail

The AP team needed to copy the email subject line for approvals and look for the approval emails in their inbox to find the thread of communications and continue following up on chat to get the bills approved. This process has led to decentralized communications and delayed the whole approval process.

Solution: Peakflo’s timeline and audit trail

The AP team can now check all the communication details and the audit trail using the Peakflo timeline. All the files, approvals and communications are kept in one place for more convenience and clarity.

Problem: Manual vendor payouts

Before Peakflo, all the payouts were done manually by Qoala’s accounts payable team. All the bank statement details were also imported into Xero manually for reconciliations. This process occupied the bandwidth of the AP team, especially for the month and year-end closing.

Solution: Peakflo’s Auto disbursements

Now the Qoala AP team can automate all the payouts based on the scheduled date of the fully approved bills. All the payout data will also get synced back automatically in Xero accounting software. The AP team can fully bypass the hassle of manual payments and data import to Xero accounting software.