Customer story:
How DAF Trucks Introduced Invoice Approval Automation & Cut Invoice Processing Time by 80%
DAF Truck Services modernised its invoice approval process by implementing invoice approval automation across its accounts payable function. By replacing manual routing and paper-based approvals with structured approval automation, the finance team cut invoice processing time by 80% and improved visibility across approximately 1,000 invoices per month.
Product:
Invoice Automation
Industry:
Automotive Retail & Services
erp:
Keyloop Drive
Region:
UK
Employees:
15 AP employees
Invoice volume:
1000 monthly
Read Time: 6 minutes
Industry Automotive
Automated approvals accelerated workflows
Digital validation and routing of all invoices
CASE STUDIES:
What Finance Leaders in Automotive Are Saying
DAF saw invoice processing times increase freeing up staff for more strategic tasks
THE CHALLENGE:
A Slow, Manual Invoice Approval Workflow
Before automation, DAF relied on a manual invoice approval workflow that created delays and limited control:
- Around 1,000 invoices manually entered each month
- Paper and email-based routing between departments
- No central visibility into approval status
- Manual chasing of approvers
- Approval bottlenecks delaying financial reporting
The fragmented invoice approval process slowed decision-making and increased administrative workload.
THE SOLUTION:
Structured Invoice Approval Automation and Intelligent Routing
DAF implemented Kefron AP with dedicated invoice approval automation to streamline both capture and approval stages.
The solution included:
- Automated invoice capture from email and uploads
- Intelligent data extraction and validation
- Rule-based approval automation with configurable hierarchies
- Real-time tracking of the invoice approval workflow
- Automatic reminders and escalation paths
- Verified data posted into the ERP system
By digitising the invoice approval process, DAF eliminated manual routing and standardised approvals across departments.
THE RESULTS:
80% Faster Invoice Approval Process
Following implementation of invoice approval automation, DAF achieved:
- 80% reduction in invoice processing time
- Fully digitised invoice approval workflow
- Reduced manual chasing and approval delays
- Greater transparency across invoice status
- More time for finance staff to focus on forecasting and reporting
Approval automation transformed a paper-heavy process into a controlled, efficient digital workflow.
Why Invoice Approval Automation Matters for Growing Finance Teams
This case shows how AP automation with smart approvals can solve common challenges in automotive‑focused businesses:
Turn slow, paper‑heavy processes into efficient, digital workflows
Reduce time from invoice receipt to payment approval
Increase finance team productivity without adding headcount
Improve visibility and control of invoice lifecycle
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Modernise Your Invoice Approval Workflow
Discover how invoice approval automation can streamline your invoice approval process and accelerate AP performance.
Frequently asked questions:
What is invoice approval automation?
Invoice approval automation is software that automatically routes invoices to the correct approvers based on predefined rules, captures approvals digitally, and tracks every step of the invoice approval process. It replaces manual email chains and paper sign-offs with a structured, auditable workflow.
How does an automated invoice approval workflow work?
An automated invoice approval workflow captures invoice data, applies approval rules such as amount thresholds or cost centres, and routes the invoice to the appropriate approver. The system sends reminders, records approvals digitally, and passes approved invoices directly into the finance system, creating full visibility at every stage.
What are the benefits of automating the invoice approval process?
Automating the invoice approval process reduces approval bottlenecks, shortens invoice cycle times, and improves financial control. It provides real-time visibility of invoice status and creates a complete audit trail showing who approved each invoice and when.
How do you set up an invoice approval workflow?
To set up an invoice approval workflow, organisations define approval rules based on department, project, or invoice value, assign approval limits, and configure escalation paths. The automation system then applies these rules consistently, ensuring invoices are routed automatically to the right approvers.
How does approval automation help prevent errors and fraud?
Approval automation enforces structured approval hierarchies and segregation of duties, ensuring invoices cannot be approved without the required oversight. Every action in the invoice approval process is logged and timestamped, helping prevent unauthorised approvals and strengthening audit readiness.
How does invoice approval automation improve invoice processing time?
Invoice approval automation improves invoice processing time by eliminating manual routing and approval delays. Invoices are sent instantly to the correct approvers, reminders are automated, and approvals are tracked in real time, reducing waiting time and accelerating payment cycles.