Government contractor automates invoice processing, integrates with Costpoint, boosts AP efficiency

As an IT solutions and professional services contractor for U.S. government agencies, SRA International relies on its subcontractors to help provide services in support of its customers’ most critical missions. In order to ensure it was operating as efficiently as possible, the company knew it needed to automate its payment processing operations.

When executives discovered OnBase by Hyland and saw how it tightly integrates with Deltek Costpoint, the company’s ERP, they knew they’d discovered the right product.

How OnBase eliminates manual data entry, reducing errors and processing time

Using OnBase, AP staff no longer manually key invoice data into Costpoint. The software automatically imports invoices submitted from an online portal and validates it using data already stored in Costpoint.

“OnBase allows our staff to undertake more detailed reviews and take analytical approaches to their work – it’s no longer just data entry,” Debbie Murray, AP manager at SRA, said. “In addition to reducing costs, OnBase allows our staff to be more engaged in the process, allowing more time for things like compliance reviews, professional development and training.”

Provides subcontractors with instant insight into payment processing

SRA utilizes VPConnect, the OnBase vendor portal solution for Costpoint, allowing subcontractors to enter billable hours for their projects. Once submitted, OnBase automatically validates the data and sends the invoices through the workflow for reviews and approvals. At any step in the process, the subcontractors are able to view the status of their payments online.

“Our subcontractors can go online anytime to view the status of their invoices,” Murray said. “It’s beneficial to us because it reduces vendor payment status inquiries while giving subcontractors instant access to their invoice information.”

More ways OnBase benefits SRA’s AP process:

  • Integrates with Costpoint: The system’s integration with Costpoint was the key reason we purchased OnBase,” McNabb said. “As soon as subcontractors submit their invoice, the data is validated directly from Costpoint tables, reducing data mistakes.”
  • Imports invoices from Outlook: With the Outlook integration, AP staff automatically import invoices from their email by simply dragging and dropping them into OnBase.
  • Increases transparency: Using its reporting capabilities, OnBase provides AP staff with instant insight into benchmarking metrics as well as working capital, allowing the department to easily collaborate with procurement to develop business strategies.

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