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Customer story · Public sector

The State of Utah processes IT vendor invoices 5X faster with full control and visibility over spend.

The State of Utah Division of Technology Services (DTS) already ran IT business cases, purchase orders and payments on ServiceNow. It added Invoiceflow to the same platform to handle invoices from more than 600 IT vendors.

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Published results

Less typing, faster invoices, one shared view.

5x faster data entryPublished by Aavenir
70% faster invoice lifecyclePublished by Aavenir

The challenge

8,000 paper invoices a year and one person matching them.

DTS had custom ServiceNow apps for purchasing and payments. Invoices were still handled by hand.

Paper at volume

More than 600 IT vendors sent over 8,000 paper invoices a year, many with multiple attachments.

One person matching

A single person matched every invoice to POs, receipts and vendor data by hand.

Hard ad hoc POs

POs for ad hoc hardware or software from 10 to 12 vendors were hard to issue.

Receiving by email

Receipt of software and services was confirmed over email.

What changed

AI invoice processing on the platform DTS already ran.

  1. AI captures 100% of IT vendor invoices on the day of receipt Attachments stay with the invoice record Nothing waits in a paper pile for data entry.

  2. The AI engine learns each vendor's invoice patterns Coding and data entry are automated, with exceptions sent to a person Invoices match against the POs and receipts already in ServiceNow.

  3. DTS avoided building its own AI invoice solution on ServiceNow Invoiceflow runs on the same platform as the custom purchasing application Existing ServiceNow admins manage it like any other app.

“
SoU had a custom-built purchase application on ServiceNow, which runs to our expectations. However, we knew that building an AI-enabled invoice processing solution on ServiceNow and integrating it to our purchasing system was definitely going to be a time-consuming project, which would need skilled ServiceNow resources.
Tyrel King Financial Manager II, State of Utah DTS

Questions

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Bring a few sample agreements. We will show you Aavenir AI reading them, on ServiceNow or standalone.

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Invoice automation on ServiceNow

Invoiceflow Accounts payable automation on ServiceNowLearn more Invoice coding and receiving Coding and receipts handled with the invoiceLearn more Invoice to contract compliance Paying what the contract says, not moreLearn more

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Frequently asked questions (FAQ)

Common questions

How did the State of Utah speed up IT invoice processing?

DTS added Invoiceflow to its existing ServiceNow platform. AI now captures every IT vendor invoice on the day it arrives, learns invoice patterns and automates coding and data entry, which DTS reports as 5x faster data entry. See Invoiceflow.

Should we build AI invoice processing on ServiceNow ourselves?

Utah DTS considered it and expected a long project that needed skilled ServiceNow resources. Invoiceflow gave it AI invoice processing as a native app on the same platform as the purchasing application it had already built. See invoice coding and receiving.

Does Invoiceflow work for public sector AP teams?

Yes. The State of Utah runs it for more than 600 IT vendors and over 8,000 invoices a year, with every invoice stored on ServiceNow and matched against POs and receipts. Read the invoice to contract use case.

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  • 1 A 30 minute walkthrough Built around your team, whether that is procurement, legal, IT or finance.
  • 2 Your contracts, not ours Bring a few sample agreements and watch Aavenir AI extract and review them.
  • 3 ServiceNow or standalone We show the deployment that fits the systems you already run.

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