How Veolia Achieved 100% AP Automation with DataServ
Key Results:
- Automated processing of 100% of 325,000 annual invoices through DataServ
- Replaced manual keying with Intelligent Data Capture
- Real-time visibility into invoice status
- Avoided high-cost custom development
- Critical Vendor Processing
- Tailored solution for the freight billed processing
- Full compliance with Quebec language regulations
- Transitioned to lightweight touchscreen Chromebooks; DataServ validated full compatibility
Client Snapshot:
- Industry: Environmental Services
- Team Size: 10,000+ employees globally
- ERP System: SAP and various others (integrated via API)
Executive Summary
Veolia North America, a leader in environmental services, manages critical waste, water, and energy resources across multiple business units and regions. Before initialization with DataServ in 2021, they faced a daunting challenge: A decentralized, 100% manual AP process that couldn’t keep pace with their scale and complexity. Despite its size and sophistication, Veolia lacked transparency, standardization, and scalability in its accounts payable (AP) department.
One significant challenge emerged early on in DataServ & Veolia’s partnership, which was an internal attempt to use Robotic Process Automation (RPA) for matching. Although RPA had proven effective in other departments, it struggled with the complex, exception-heavy nature of accounts payable. After two years of ongoing efforts, only 50% of invoices were being accurately matched.
In response, Veolia turned back to DataServ, a proven partner with deep expertise in complex automated matching in large-scale AP operations.
Veolia initiated a strategic, phased rollout of DataServ’s automated invoice processing with AI, beginning with capturing and digitizing PO & Non-PO invoices in North America. Early wins, like the replacement of manual indexing with intelligent Data Capture and real-time invoice visibility, demonstrated immediate value and built momentum for broader adoption.
Outcomes
Working with DataServ, Veolia successfully transitioned to a fully automated AP environment, processing 100% of its 325,000 annual invoices, including PO, non-PO, and non-invoice items, without the need for custom development.
Some of the key outcomes included:
- Intelligent Data Capture replaced time-consuming manual indexing, streamlining data accuracy and entry.
- A phased implementation strategy reduced deployment risk and ensured organizational readiness.
- By automating AP exceptions, Veolia transformed exception handling from manual to low- or no-touch, using configurable workflows tailored to their specific business rules and tolerances.
- Automation aligned seamlessly with existing processes, empowering AP teams rather than disrupting them.
- Change management was prioritized to ensure user adoption, with internal champions leading the way across teams.
Business Impact
With DataServ, Veolia achieved full AP automation, which was a particularly complex task given its high invoice volume and ERP diversity. The automated system now processes a full spectrum of invoice types:
- 73% PO Invoices
- 14% Non-PO Invoices
- 11% Non-Invoice Items
- 1% Credit Memos / Hot Batch Invoices (around 270 per month)
Most importantly, the transformation improved technology and empowered people. AP teams received targeted training, and Veolia established a network of internal champions to maintain momentum and drive continuous improvement. DataServ’s flexible API connections enabled seamless ERP integration for AP automation across Veolia’s multiple business units and platforms.
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