How Veterinary Services Inc. Modernized AP with DataServ
Key Results:
- ~25,000+ invoices processed annually across PO and non-PO categories
- ~19-hour average Invoice Processing Machine™ turnaround time
- 0.00% capture error rate in the majority of months
- AutoVouch™ success rate improved from 28% to 46% over time
- Reduced manual workload through automated capture, routing, and matching
Key Stats:
- Industry: Distribution (animal health and agricultural supply)
- Customers: 3,000+
- Client since: 2021
- ERP: Epicor Prelude
- Solution scope: ERP Integration, Automated Workflow, Initial Routing, Invoice Processing Machine™, AutoVouch™, Direct/Drop Ship, Vendor Inquiry Portal
Executive Summary
Veterinary Services Inc. (VSI) has built its business through steady expansion, growing from a poultry-focused distributor into a multi-segment supplier serving more than 3,000 customers across livestock, agriculture, and pet retail markets. That evolution introduced increasing complexity into accounts payable, where a mix of invoice types, supplier processes, and growing document volume made consistency difficult to maintain.
Since partnering with DataServ in 2021, VSI has been working to bring more consistency and clarity to how invoices get processed. It wasn’t just about going faster. It was about cutting down on the back-and-forth, reducing errors, and making sure the team always knows where things stand.
Now, instead of reacting to problems as they pop up, the AP team has a process they can rely on. They can see what’s moving, what’s stuck, and where to focus, which makes the whole operation run a lot smoother day to day.
Outcomes
Consistent Processing Performance at Scale
VSI’s invoice volume has grown steadily since going live with DataServ, with annual totals exceeding 25,000 documents across multiple invoice types. Despite that growth, processing performance has remained stable. The Invoice Processing Machine™ maintains an average turnaround time of approximately 19 hours, while sustaining extremely low error rates.
This consistency has allowed AP to keep pace with the business without periodic slowdowns, even as the team absorbed a slight reduction in staffing due to turnover.
Measured Progress in Touchless Processing
VSI has made steady progress in how much of their AP process runs automatically. AutoVouch™ match rates have climbed from 28% to more than 46%, which means fewer PO invoices need someone to step in and handle them manually. At the same time, their touchless processing rate, 38% of AutoVouch candidates and 22% of all PO invoices, shows that more invoices are moving through without any hands on them at all.
It’s not an overnight change, but you can see the system getting more efficient and easier to scale over time. Every company evolves at their own pace, and DataServ supports that progression at each stage of maturity.
Less Time on Paper, More Time on Exceptions
One of the big wins for VSI has been getting away from email and paper and all the manual work that comes with it. Invoices aren’t sitting in inboxes or getting passed around anymore. They come in, get routed where they need to go, and the team can actually trust the process. That’s freed people up to spend their time where it matters, sorting out exceptions, working with vendors, and fixing issues instead of chasing paperwork.
Clear Visibility into Workflow and Bottlenecks
Before, it wasn’t always easy to tell where something was stuck or why it hadn’t moved. Now, the team can see what’s happening in real time. They know what’s waiting on approval, what needs attention, and where things tend to slow down. That makes it a lot easier to stay ahead of problems instead of discovering them after the fact.
Stronger Alignment Between AP Processes and Business Needs
VSI’s business isn’t one-size-fits-all, and their AP process can’t be either. They’re working across different product lines, different types of customers, and different kinds of transactions. What’s worked well is having a system that adapts to that, instead of forcing everything into the same mold.
By tailoring workflows to match specific business scenarios, VSI is able to process invoices more efficiently while maintaining accuracy and control across a complex operation. The process fits the business, not the other way around, which makes it easier to keep things moving as they continue to grow.
Business Impact
Efficiency:
Automation has reduced dependence on paper and manual data entry, allowing VSI to manage growing invoice volume without increasing administrative workload.Visibility:
AP now operates with full transparency into invoice status, approval progress, and exception trends, enabling faster decisions and better prioritization.Control:
With clearer insight into where invoices slow down and why exceptions occur, VSI can continuously refine its processes, improving both accuracy and long-term performance.
Thoughts from Veterinary Services Inc.
“Before DataServ, a lot of our time was spent tracking things down, where an invoice was, who had it, what was holding it up. Now we can see what’s happening in real time, and that’s made a big difference. The team isn’t chasing paperwork anymore, they’re focused on the exceptions and the things that actually need attention.”
James Moffat, VP, Information Technology, Veterinary Services Inc.