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Case Study

Modernizing Procurement for a State Toll & Infrastructure Commission

How intelligent automation and integrated compliance are transforming operations at a critical public infrastructure agency.

100%
Invoice processing automated
ACH
Electronic payments enabled
360°
Compliance & fraud monitoring
0
Duplicate data entry into Aptean
Before / After Comparison — Toll Commission

Before / After Comparison

How SmartDocs replaced manual, fragmented procurement operations with automated, compliant, and fully integrated workflows

Before SmartDocs
Manual invoice review, approval, and data entry creating AP bottlenecks
Vendor data scattered across spreadsheets and email — no single source of truth
No electronic payment capability — slow vendor payment cycles
Limited compliance tooling for fraud prevention and audit requirements
Duplicate data entry between procurement systems and Aptean ERP
After SmartDocs
Smart Payables automates invoice capture, matching, and approval workflows
Full Supplier Portal with vendor self-service registration and data management
ACH Payments with vendor-managed e-banking and direct ERP integration
Compliance Central with foreign and domestic risk monitoring and fraud prevention
Seamless Aptean ERP integration — zero duplicate data entry
Phased Implementation Timeline — Toll Commission

Phased Implementation Timeline

Phase 2 pulses since it is currently underway. Phase 3 shows modules under evaluation.

Phase One
Foundation
AP Smart Payables
SP Supplier Portal (Lite)
EI Aptean ERP Integration
Phase Two
Expansion
SP Supplier Portal (Full)
93 ACH Payments
CC Compliance Central
Phase Three
Advanced Capabilities
CL Contract Lifecycle Mgmt
ER Expense Reporting
◇ Under Evaluation
Seamless Aptean ERP Integration across all phases — zero duplicate data entry
Results Infographic — Toll Commission

Results Infographic

Quantifying the operational impact — from fully automated invoice processing to zero duplicate data entry across the Aptean ERP ecosystem

100%
Invoice Processing Automated
AP bottlenecks eliminated with seamless Aptean integration
Manual Effort per Process (Before vs After)
Invoice Processing
Before
After
Vendor Mgmt
Before
After
Payment Cycles
Before
After
💳
ACH
Electronic Payments Enabled
Vendor self-service banking with ERP sync
🛡
360°
Compliance Monitoring
Foreign & domestic fraud prevention
🤝
100%
Staff Adoption
Enthusiastic feedback on improved workflows
🔗
Zero
Duplicate Data Entry
Seamless Aptean ERP integration
Module Map — Toll Commission

Module Map / Solution Architecture

A fully integrated source-to-pay platform built around fraud prevention, electronic payments, and seamless Aptean ERP connectivity.

🔗 Aptean ERP Integration Layer — Zero Duplicate Entry
Payables

Smart Payables

Automated invoice capture, matching, approval, and payment

Solved: Manual invoice processing creating AP bottlenecks
Sourcing

Supplier Portal

Comprehensive vendor self-service registration and data management

Solved: Vendor data scattered across spreadsheets and email
Payments

ACH Payments

Electronic fund transfers with vendor-managed e-banking

Solved: Slow payment cycles with no electronic capability
Compliance

Compliance Central

Audit tooling with foreign and domestic risk monitoring

Solved: Limited fraud prevention for taxpayer fund accountability
Contracts

Contract Lifecycle Mgmt

Centralized contract management and automation

Planned: Automate supplier contract management processes
Expense

Expense Reporting

Electronic approvals and automated reimbursement

Planned: Replace manual expense reimbursement workflows
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