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From manual entry to 70% faster processing in construction AP

Why U.S. document-management leader Paperless Environments integrated Xtracta’s AI engine into its pVault platform — replacing rigid, template-based OCR and delivering a 60–70% cut in manual data entry for construction clients.

“Tell somebody you can achieve a 50 to 75% reduction in data-entry time, and it’s a winner.”

Jim Andrews
VP of Sales & Marketing, Paperless Environments

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60–70%

Less manual data-entry time

5% → 70%

OCR adoption among new clients

Documents a year at its largest clients

the need

Touchless AP for thin-margin construction

In construction, where margins are thin and supply chains complex, back-office efficiency matters as much as on-site competence. Integrating Xtracta into pVault unlocked the touchless potential of AP automation.

the CHALLENGE

The template trap

The legacy OCR product was expensive, slow to install and reliant on manual customisation. Its static templates broke whenever subcontractors changed invoice formats or addresses — so only 4–5% of clients would tolerate it.

Legacy OCR

Expensive and slow to install

Static templates

Broke on every format change

Adoption

Only 4–5% of clients used it

Overhead

Heavy manual reconfiguration

the APPROACH

White-label it, then let it learn

A turnkey engine deployed in weeks and white-labelled into pVault.

Partner, don’t build

White-labelled into pVault within a few months.

Monitor the inbox

An email importer watches the client’s AP inbox.

Pre-fill before login

Header and line data extracted into a work queue.

Route to ERP

Through approval, then into Sage, Viewpoint or Foundation.

IN THE CLIENT’S WORDS

“It’s not a template that you’re teaching, it’s actually reading the document.”

Jim Andrews
VP of Sales & Marketing, Paperless Environments

the outcome

A growth engine, not just a feature

Adoption soared, the AI reads context, and the partnership is expanding.

Adoption soared

From 5% to 70% of new clients taking OCR.

Smart learning

Reads context to identify the vendor and branch.

New frontiers

Now extending to compliance docs like lien waivers.

Read more Customer Stories

  • Ryman Healthcare

    Ryman processes 15,000 invoices a month across their healthcare operations. Before Xtracta, that meant manual data entry for every single one. Now invoices flow through MYOB Greentree eDocs, powered by Xtracta, without anyone touching them. The team sees exactly where every invoice sits, from the moment it arrives to the moment it gets paid.

    Read the case study arrow pointing to the right: Ryman Healthcare

  • BestStart Education

    BestStart was paying to outsource invoice receipting. They wanted it back in-house but didn’t want to add manual work. Xtracta plugged into their accounting system and now processes over 4,000 invoices a month. More accurate than the outsourced service, and it keeps getting better the longer it runs.

    Read the case study arrow pointing to the right: BestStart Education

  • McCallums Group

    McCallums was losing 90 hours a month to manual invoice processing. They switched to Xtracta through their ABM accounting software and the entire AP workflow changed. Invoices are captured automatically. The team sees performance data in real time instead of waiting for month-end. 90 hours back, every month.

    Read the case study arrow pointing to the right: McCallums Group

See what Xtracta can pull from your documents

Whether you’re processing invoices in-house or embedding data capture into your own software, Xtracta turns paper and PDFs into structured, validated data — ready to approve and pay.

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