Case Study — Global Education
70% of supplier statement reconciliation automated in 6 months — with the same one-person AP team
Statement Reconciliation, on top of the AP Intelligence Layer
A global education organization deployed FlexTrap's AP Intelligence Layer on supplier reconciliation. Coverage went from 50 to 201 suppliers a month — same one-person AP team, same SAP environment. Auto-match completion: 95%. The head of global payments called it the most successful AP project they've ever run.
Results at a Glance
From manual VLOOKUPs to automated accuracy
Headline outcome
70%
Statement reconciliations automated in 6 months
4x
Growth in suppliers reconciled (50 to 201/month)
95%
Completed with auto-match
1
AP team member handling it all
Supplier coverage growth
Monthly reconciliation coverage, six months after go-live — same one-person AP team, no added headcount.
The Challenge
One person, 50 suppliers, and no way to scale
Hundreds of suppliers. One AP analyst. Manual VLOOKUPs against SAP could only cover the top 50 each month — everyone else was a blind spot.
Statements arrived in every format imaginable — PDFs, emails, paper, EDI. No two suppliers reported the same way. Credits aged out. Discrepancies went uninvestigated. With one person and a manual process, there was no path to scaling — only a longer queue.
What looked like a coverage problem was a visibility problem. The vendor master held hundreds of suppliers; reconciliation could see fifty.
One analyst. 50 suppliers a month. Hundreds more sitting outside the coverage window.
Before
50
Manual VLOOKUP, 50 suppliers/month
After
201
Automated reconciliation, 201/month
The Solution
From manual matching to continuous reconciliation intelligence
Finance designed a skeptic-proof proof of concept: 12 months of SAP data run against their 20 hardest supplier statements — the ones manual reconciliation had never closed cleanly. The results closed the deal.
Full deployment connected FlexTrap's AP Intelligence Layer to SAP and OpenText. The Statement Reconciliation module ingests PDF, email, paper, and EDI through one workflow. An AI matching engine handles the bulk; a human-in-the-loop model routes exceptions and learns from each one. Match accuracy improves continuously.
After go-live, the AP team needed only a 30-minute monthly check-in — down from hours of manual matching every week.
Multiple formats. One dashboard. Complete reconciliation coverage.
PDF, email, paper, EDI — every supplier reported differently. FlexTrap normalized all four into one automated workflow, turning a manual backlog into continuous self-audit.
The Results
From 50 to 201 statements a month — and climbing
In six months, FlexTrap automated 70% of supplier statement reconciliations. The one-person AP team went from 50 statements a month to 201 — a 4x jump in coverage — and is tracking toward 400+ per month.
Auto-match completion hit 95%. 31% of reconciliations closed within 7 days, 56% within 30 days — versus weeks per supplier under the prior manual process. All of it with the same one-person AP team. Zero added headcount.
The head of global payments called it “the most successful AP project they've ever run.” The team is now extending the intelligence layer upstream of payment with the Payment Error Prevention module — so the same dashboards surface duplicate risk and policy exceptions before disbursement.
From 50 to 201 statements a month — same team, zero added headcount.
Implementation
SAP + OpenText integration. Minimal IT lift.
FlexTrap connected to SAP and OpenText to pull transaction data and match it against incoming supplier statements. Native support for PDF, email, paper, and EDI removed any need to standardize how suppliers reported.
Initial validation: 12 months of SAP data, 20 of the hardest supplier statements — proof FlexTrap could handle real-world complexity. Full deployment completed quickly with minimal IT involvement. Ongoing support: a 30-minute monthly check-in.
Turn supplier statements into real-time decisions
FlexTrap's AP Intelligence Layer ingests every supplier statement — PDF, email, paper, EDI — and surfaces unapplied credits, missing invoices, and aging discrepancies in one dashboard. Hundreds of suppliers, one analyst, real-time visibility. See it on your data in 30 minutes.
$1B+
Errors Recovered & Prevented
$1T+
Transactions Reviewed
600+
FlexTecs Employees