Merchants Fleet Modernizes
AP Operations with DataServ’s Tailored Automation
A DataServ client since 2014
Key Results:
- 99% monthly AutoVouch™ rate
- 84% average monthly touchless invoice processing
- 15 days of additional visibility into invoice processing
- Instead of hiring 1 AP clerk for every 4k vehicles added to the fleet, they’ve added 40k new vehicles to their fleet without hiring a new FTE
- 4,160 hours saved per year (the equivalent of 2 full-time employees)
- 75% PO invoices | 7% non-PO invoices
Key Stats:
- Over 342,000 invoices processed annually
- 75% PO invoices | 7% non-PO invoices
- 500+ employees
- ERP: Great Plains and LeaseWave
Executive Summary
Merchants Fleet is one of the fastest-growing fleet management companies in North America, serving businesses and government agencies with flexible leasing and service plans. With around 500 employees, they deliver tailored fleet solutions that enable clients to scale efficiently.
By 2016, their rapid growth began to strain internal operations, particularly Accounts Payable (AP). Their AP team was overwhelmed by paper invoices, manual processes, and limited visibility. Merchants Fleet had been capturing invoices and imaging them in-house on an older, inefficient software solution (ECM). They realized that their outdated ECM solution wasn’t giving them automation and wasn’t keeping up with AI technology. With a desire to reduce inefficiencies, scale operations, and increase audit readiness, Merchants Fleet turned to DataServ.
Outcomes
- AutoVouch™ Led the Way to Touchless Processing
Merchants Fleet quickly recognized the value of AutoVouch™, DataServ’s intelligent 2- and 3-way PO matching system. By automating the match between invoices, purchase orders, and receipts, they reduced manual data entry and significantly increased touchless processing. Today, an average of 84% of PO invoices are processed automatically each month, with 73% processed without human touch, minimizing delays and errors. - Centralized Invoice Receipt Eliminated Inefficiencies
Before automation, invoices arrived at multiple locations, requiring time-consuming manual handling. DataServ’s centralized Invoice Processing Machine brought structure to the chaos, routing all invoices through one channel for scanning, data extraction, and workflow distribution. This streamlined process dramatically reduced cycle times and improved data accuracy. - Improved Audit Readiness and Financial Controls
With DataServ, every transaction now comes with a complete audit trail: timestamps, approvals, and full visibility. This transformation made audits faster and more reliable while enhancing internal financial controls. - Vendor Portal reduced AP Inquiries
Previously, AP staff spent valuable time fielding vendor inquiries. With Vendor Portal providing real-time invoice status updates, calls and emails dropped significantly. The AP team was able to reallocate this time to more strategic tasks like vendor management and process improvement.
Business Impact
- Scalable Growth Without Added Headcount
Despite increasing invoice volume tied to business growth, Merchants Fleet has been able to scale its AP function without adding new personnel, a core goal of their automation journey.
- Efficiency Gins and Time Savings
Automation saved Merchants Fleet an estimated 4,160 hours annually, the equivalent of 2 full-time employees. These resources are now focused on higher-value activities such as vendor negotiation, discount capture, and continuous improvement.
- Enhanced Risk Management
Replacing manual, paper-based processes with system-enforced approval matrices significantly reduced the potential for fraud, maverick spend and missed audit requirements.
- Faster Turnaround to Keep Fleets Moving
Processing speed is critical for Merchants Fleet, where every delay can impact trucks on the road. With DataServ’s streamlined workflow and automation, the team achieved significantly faster turnaround times—helping ensure vehicles stay in service and operations remain uninterrupted.
- Tailored for VINs and Other Specialized Fields
Because of DataServ’s flexible field capture capabilities, Merchants Fleet was able to easily include specialized data fields (like VIN numbers) without requiring a custom build. Most providers would charge extra or need to develop a bespoke solution, introducing risk and complexity. With DataServ, this tailoring was included in the standard solution, offering speed, stability, and long-term value.
- Boosted Morale and Strategic Engagement
AP team members report higher job satisfaction now that they’re freed from tedious data entry. Their roles have evolved into strategic contributors who help drive organizational efficiency.
Thoughts from Merchants Fleet
“DataServ helped us scale our Maintenance Invoicing and Accounts Payable functions without adding people. Their team took the time to understand our challenges and delivered a solution that gave us visibility, control, and efficiency. They continue to be flexible and responsive when our processes require system updates due to our ever- changing business needs. Audits are now much simpler, and our vendors appreciate the transparency too.”
— Natalie Murray, Manager, Fleet Maintenance Administration, Merchants Fleet
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Regardless of where you are at in your AP automation journey, DataServ will meet you there and help you evolve.