Project at a glance
Invoices were manually routed across multiple locations, slowing approvals and making it difficult to track progress. As the business expanded across Europe, the process became harder to manage at scale.
- Approval times reduced by 30% within 3 months
- Full visibility and control across AP
- Lower invoice processing costs
- Faster supplier payments and fewer queries
- Improved accuracy in month-end accruals
Manual routing slowed approvals across locations
Smyths’ AP process didn’t scale with its growth. As the business expanded across Europe, invoice volumes increased and approvals became more complex. Invoices had to be manually routed to the right approvers, often across different locations. This created delays. Approvals could take days, especially when invoices needed to be queried or reassigned. Visibility was limited. Once invoices entered the process, it was difficult to track where they were or what was holding them up. The day-to-day reality included:
- Manual routing of invoices across multiple locations
- Delays in approvals and query resolution
- Limited visibility into invoice status
- Increasing pressure on AP as volumes grew
Sending invoices straight to the right approver
Fixing AP meant removing delays between steps. SoftCo introduced a centralised workflow for invoice capture, coding, and approval, allowing invoices to move through the process without manual routing. Invoices are now captured on receipt and sent directly to the right approver. Approvals happen within a single system, regardless of location. Finance teams can see where invoices are and act on them quickly, without relying on email chains or manual follow-ups.
“It makes month end accruals much easier to calculate and more accurate as you can easily review what was received and approved after month end cut off.”
From delayed approvals to a process that moves faster
he impact is clear in how quickly invoices are now approved. Approval times reduced by 30% within the first three months, removing delays caused by manual routing and improving the flow of invoices through the process. Finance now has full visibility across AP, making it easier to track invoices, manage approvals, and resolve queries. Processing costs have reduced, and supplier payments are more consistent, leading to fewer queries and stronger relationships. Accruals are also more accurate, as finance teams can clearly see what has been received and approved at month-end. The result is a process that is faster, more controlled, and able to support continued growth across Europe.
30% faster approvals
Reduced within first 3 months
Full process visibility
Across all invoices and approvals
Lower processing costs
Manual effort removed
Fewer supplier queries
Faster, more consistent payments
More accurate accruals
Better month-end visibility
“SoftCo were able to identify our issues straight away and implement a solution quickly, allowing our teams to get up and running with minimal disruption.”
Mark Dinkin
Head of Finance, Smyths Toys
