GaP Uses Docspire to Cut Invoice Processing Time from 40 Minutes to 2 Minutes
Before Docspire
Manual Workflows
Make-shift, error-prone processes to handle diverse invoice layouts
After Docspire
Intelligent Workflows
Processing 150,000+ invoices with agentic automation
Reduction in
Manual templates
Invoice Layouts Supported
AI Extraction Accuracy
Background
GaP Solutions is a leading Australian retail technology provider powering 4,000+ POS systems across 1,000 stores. These stores collectively receive 10,000–15,000 invoices every month from over 3,000 vendors. To maintain real-time inventory accuracy, ensure timely vendor payments, and provide dependable business intelligence, GaP Solutions must process this high volume of invoices quickly and accurately.
However, the manual nature of the workflow made it increasingly difficult to scale operations, keep up with invoice volume, and maintain the accuracy required for downstream retail systems.
Challenges
GaP Solutions faced multiple challenges that made high-volume invoice processing slow, inconsistent and difficult to scale:
Highly inconsistent vendor formats
Each of the 3,000+ vendors used different invoice layouts, field names, and data structures, requiring manual review every time.Mixed-quality digital and scanned documents
Low-quality scans and varying document clarity made accurate extraction difficult.Lengthy manual processing time
Teams spent up to 40 minutes per invoice, including uploading, downloading, validating, correcting fields, and routing workflows.No standardization in field mapping
Even though vendors used different structures, all extracted fields had to be mapped to a single internal schema, creating repetitive manual mapping work.High risk of human errors
Manual data entry increased the chances of mistakes, which could lead to incorrect inventory counts, delayed vendor payments, and downstream operational issues.Difficult workflow management at scale
Tracking thousands of invoices each month without automation created bottlenecks, slowed approvals, and strained internal teams.
Enter Docspire
GaP Solutions transformed its invoice processing operations by deploying Docspire’s AI-powered automation workflow. Instead of manually downloading, reviewing, mapping, and entering invoice data, the entire process is now handled end-to-end by an intelligent system that works continuously in the background.
How It Works
Automatically collects invoices from incoming emails and extracts attachments without manual downloading.
Identifies each supplier using AI and routes invoices into the correct processing logic.
Understands every invoice layout, regardless of vendor format, using advanced AI-driven document interpretation.
Extracts and standardizes all required fields into GaP’s internal schema so every invoice follows a unified structure.
Validates totals, checks line items, and enriches missing product details, ensuring every invoice is clean and consistent.
Delivers structured output files directly to GaP’s FTP for seamless integration with retail POS systems
“With existing systems that we’ve implemented, the data extraction jobs are done manually, which could take days to enter all the invoices, or it’s done through our other system that normally takes up to 24 hours to receive an invoice back in a standard structured format for us to process. But if we use Docspire, most of it takes three minutes.” — John Goodacre, Director GaP Solutions
Results and Business Impact
Docspire’s AI-powered automation delivered transformative improvements across speed, accuracy, and operational scalability for GaP Solutions.
Performance Improvements
Processing speed reduced by 95%
Before: ~40 minutes per invoice
After: ~2 minutes per invoice
Real-time processing now keeps pace with 10,000–15,000 invoices per month without adding staff.
Process Automation Outcomes
Fully automated workflow management
Invoices automatically collected from designated email folders.
Successful PDFs moved to S3; validated XML files pushed directly to the FTP for POS integration.
Automatic routing of failed invoices into exception folders with clear error logs.
“We export PDF documents to Amazon S3. So, at a click of a button, we can just assign the workflow and offload everything straight to Amazon, which is really cool.” — John Goodacre, Director GaP Solutions
Continuous notifications for full visibility
Automated alerts for errors, missing fields, mapping issues, and processing exceptions.
Reduced manual tracking and follow-up across teams.
High-quality output every time
Consistent XML formatting regardless of vendor layout.
Automatic total checks, line-item validation, and discrepancy detection.
Multi-page optimization ensures efficient token usage and faster processing of large invoices.
“So, we can put a document in Docspire, it identifies what it is, and send it down and assign workflows to process that document in a timely manner, as a result we get back the structured data. So that’s the biggest powerful option that the software has. And one of the largest cost benefits, and we know it, once it’s set up, it works 100% of the time, it just works all the time.” — John Goodacre, Director GaP Solutions
Scalability & Quality Gains
Smart allocation of compute resources based on invoice complexity.
Seamless handling of multi-page, mixed-format, and variable-layout documents.
Uniform, structured data delivered across 3,000+ vendor formats.
Business Value Created
1. Expansion of Service Offerings
GaP Solutions is now able to deliver end-to-end AP automation services to retail clients, including:
Automated purchase order matching
Inventory reconciliation
Pricing and product detail management for stores with 40,000+ SKUs
This significantly expands their value proposition beyond traditional POS software.
2. Improved Operational Intelligence
Automated extraction now feeds cleaner, structured data into analytics, enabling GaP to:
Track supplier performance
Monitor store operations
Provide retail clients with real-time business insights
3. Strategic Portfolio Growth
Invoice automation opened a new service line for GaP Solutions, helping them:
Scale AP automation across thousands of suppliers
Deliver faster, more accurate workflows for retail clients
Strengthen their competitive advantage in retail technology and store operations management
Profile
GaP Solutions is an Australian retail technology provider powering 4,000+ POS systems across 1,000 retail stores, supporting real-time inventory and retail operations.
Industry
Technology & Software – Retail
Use Case
GaP received 10,000–15,000 invoices each month from more than 3,000 suppliers in many different formats. Manual processing for each invoice, including downloading from email, checking fields, validating totals and mapping data, took up to 40 minutes and slowed inventory updates, vendor payments and reporting.
Results
Docspire cut processing time by 95%, reducing invoice handling from 40 minutes to under 2. Invoices now flow automatically from email to structured XML output with real-time validation and error detection. GaP can now process high volumes 24/7 with no manual work, improved accuracy and faster operational updates for all retail stores.
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