For any growing business, managing accounts payable comes with a host of challenges—matching invoices, processing payments, managing time, and minimizing human error.

As operations scale, so does the complexity of invoices, vendor communications, and compliance requirements. Without accounts payable automation, even the most capable teams can become bogged down by inefficiencies, risking costly financial errors and strained vendor relationships.

In a representative scenario based on real use cases, Rachel Carter, a Finance Operations Lead at a growing document imaging solutions company in Chicago, found herself caught in chaos driven by manual processes. But instead of letting that continue, she turned to accounts payable automation to transform more than just workflows.

Read on to see how she took control and built streamlined, future-ready operations.

A Growing Burden Behind the Desk Without Accounts Payable Automation

For years, Rachel Carter kept operations running like clockwork, relying on a dedicated team of two accountants who audited and processed receipts. However, as the business grew, so did the workload, and discrepancies started to show.

The volume of incoming invoices increased significantly, arriving in various formats like PDFs, scanned documents, handwritten notes, and email attachments.

Without invoice processing automation, her team was forced to manually match each invoice with corresponding purchase orders and delivery receipts—a time-consuming and error-prone task.

Approvals got delayed, vendors grew impatient, and finding an old invoice turned into a frustrating scavenger hunt. Endless spreadsheets and overflowing cabinets drained time and energy, making the need for accounts payable automation more urgent than ever.

A Missed Payment and a Shaken Partnership

It began with a terse email from their primary hardware supplier. It reads “All shipments are on hold until the $35,000 overdue invoice is cleared.”

Rachel was stunned. She remembered signing off weeks ago. But when she looked closer, the invoice had been scanned, emailed, and lost in a clunky approval chain. No alerts, no tracking. Just buried in someone’s inbox, forgotten among misnamed folders and scattered attachments.

The consequences hit fast. The missed invoice revealed a deeper issue.

Rachel had long ensured that account operations ran efficiently, but the current system was no longer keeping pace. What they truly needed was invoice processing automation—a smarter, automated way to track, approve, and archive every invoice, eliminating human bottlenecks.

The trust she’d built over the years was under strain. She realized that their manual approach to managing payments was no longer sustainable. The time had come for accounts payable automation—a system that could keep up with growing volumes, reduce errors, and rebuild vendor confidence.

Discovering Solution: Accounts Payable Automation with Deepstract

Determined to turn things around and bring in a smart workflow in the accounts team, Rachel started her research. That’s when she remembered a conversation with an ex-colleague about Deepstract, an AI-powered accounts payable automation platform designed by ZingWorks to eliminate the very issues her team was battling.

She reached out to ZingWorks, impressed by their commitment to understanding her business before recommending a solution. After a single session, they proposed her Deepstract and also promised that they would tailor this solution according to Rachel’s business requirements.

Deepstract helped Rachel’s team in the following way:

• Invoice processing automation with automatic interpretation, including handwritten ones, using OCR and machine learning.
• 3-way matching with POs and receipts became instant and error-free.
• Approval workflows were digitized and streamlined, eliminating the endless email chains.
• Entries were posted into their ERP system automatically through RPA bots.

As a result, Rachel gained full visibility into the lifecycle of every invoice.

Within the next few weeks, missed payments stopped, approvals moved quickly, and sleepless nights became a thing of the past as accounts payable automation brought order, capturing, matching, and processing invoices in minutes, restoring trust and putting Rachel’s team back in control.

A True Operational Breakthrough with Multilingual and Handwritten Document Processing

For Rachel, Deepstract wasn’t just another automation tool—it was a turning point. It restored trust in the process, reduced costly errors, and gave her team the freedom to focus on what mattered most: strategy, not paperwork.

Why Deepstract

It was ZingWorks’ deep business process expertise that made all the difference. They didn’t just install technology—they understood Rachel’s operations inside-out, aligning the solution with her team’s lingering challenges. Backed by insights from 450+ projects across industries, ZingWorks brought proven frameworks and fresh ideas that worked.

What set them apart was their ability to integrate seamlessly with enterprise systems like SAP using Azure Logic Apps and RPA—making the solution not just effective, but scalable and future-ready. Combined with platforms like Microsoft Azure and Salesforce, ZingWorks delivered on time, within budget, and with measurable impact.

Today, Rachel leads a high-performing team, supported by systems built with purpose and precision.

Streamline your AP process, reduce manual errors, and accelerate approvals with Deepstract powered by ZingWorks.