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AI virtual workers take AP from payable to paid

AI virtual workers take AP from payable to paid

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  • Industry: Mechanical, electrical, plumbing, and compressed air contracting
  • Challenge: Automating complex AP invoice processing
  • Solution: HachiAI’s AI agents—Finley and Jax

Discover how two AI agents—Finley and Jax—automated a complex AP workflow and delivered ROI in under 3 months.

Background

A leading multi-trade mechanical, electrical, plumbing, and compressed air contractor was struggling with inefficiencies in their Accounts Payable (AP) processes. The complexities of manually managing invoices, purchase orders (POs), and related financial activities across multiple disconnected systems were significantly affecting productivity, accuracy, and operational scalability.

Major challenges

  • Hundreds of invoices and POs needed careful tracking and reconciliation across five separate systems.
  • Manual data entry and invoice matching processes were error-prone and time-consuming.
  • Handling exceptions, discrepancies, and special cases required excessive manual intervention, leading to delays.
  • Inaccuracies and repetitive tasks substantially diverted valuable employee resources from strategic tasks.

Traditional workflow

Employees were required to:

  • Manually receive and store invoices in designated repositories.
  • Extract key invoice details including invoice number, amounts, and vendor information.
  • Search for matching PO details within the FieldPoint system.
  • Cross-verify invoice details against corresponding PO data.
  • Update FieldPoint system records and manually create entries in the Accounts Payable system.
  • Identify and manually manage invoices with discrepancies or exceptions.

HachiAI's solution

To address these inefficiencies, HachiAI deployed two of its AI agents—Finley and Jax—to automate the contractor’s traditional AP workflow without the need for custom software development or complex system integrations.

Finley, our finance automation expert, was custom-trained to manage all financial aspects of the AP process, including invoice matching, reconciliation, and AP entry. Jax, our data-centric agent, handled the extraction, classification, and validation of data across multiple formats and systems.

These AI agents were embedded non-intrusively into the company’s existing systems and workflows. Their rapid training and deployment led to near-immediate improvements in speed, accuracy, and scalability.

Automated workflow with Finley & Jax

AI virtual workers performed critical tasks including:

  • Automatically downloading and categorizing invoices. (Jax)
  • Logging into and navigating the FieldPoint system. (Finley)
  • Extracting and validating invoice data against corresponding PO details. (Finley & Jax)
  • Updating invoice dates, amounts, and PO statuses automatically. (Finley)
  • Identifying and escalating discrepancies or errors for resolution. (Finley & Jax)
  • Automating AP entries creation within accounting systems. (Finley)

Results achieved

  • Over 40% reduction in operational costs: Significantly reduced manual labor expenses through automation.
  • 3x increase in efficiency: Accelerated invoice processing and PO management dramatically.
  • 100% accuracy: Eliminated human errors completely.
  • 65% workload reduction: Freed employees from repetitive tasks to focus on strategic initiatives.
  • Rapid ROI: Payback period achieved within just 3 months.
  • Complete workflow automation: Entire AP workflow, covering all 16 previously manual tasks, fully automated.

Key capabilities of Finley & Jax 

  • Finley:
    • Automated PO and invoice matching
    • Performed financial reconciliation and updated AP systems
    • Escalated discrepancies and created accounting entries
  • Jax:
    • Extracted and validated invoice and PO data
    • Classified and structured data from documents and emails
    • Supported compliance by identifying and routing exceptions

Why HachiAI's Finley & Jax?

HachiAI’s AI virtual workers, like Finley and Jax, are designed to integrate seamlessly into your operations. Custom-trained and locally hosted, they provide secure, scalable solutions that enable businesses to automate complex workflows effectively. By handling repetitive financial and data-driven tasks, these agents empower human teams to dedicate more time to creative, strategic, and impactful work.

The future of work has arrived.

Discover more about how Finley, Jax, and our other AI agents can transform your operations at https://hachiai.com/get-started