Unlocking Value in Utilities with MaxLogic
Join us as we talk to Joshua Conneely, a seasoned expert in asset management solutions and a Principal Technical Consultant at MaxLogic, a Rossum partner. We’ll discuss the transformative power of document automation and share real-world examples of how utilities are benefiting from these technologies.
Joshua, thanks for joining us today. Could you start by introducing yourself and sharing a bit about MaxLogic?
Thank you for having me. I’m Josh, one of the principle technical consultants here at MaxLogic. At MaxLogic, we specialize in asset management solutions, with a particular focus on software and engineering services. We’re an IBM Gold Partner and experts in IBM Maximo and MAS, providing innovative tools that help clients in the utilities sector streamline operations and improve efficiencies. Our recent partnerships, including one with Rossum for document automation, allow us to continuously push the boundaries of how technology can enhance asset management and operational workflows. This partnership has proven to be a big hit in supporting our utilities clients, as we will talk about more on further down.
Can you tell me about the specific integration you’ve developed for Rossum? What were the key challenges or pain points that inspired this integration?
We developed an integration between Rossum’s AI-powered OCR technology and IBM Maximo to address inefficiencies in invoice processing. The key pain point was the manual data entry required by Accounts Payable teams, which was time-consuming and error-prone.
Rossum automates this by scanning and validating invoices against approved Purchase Orders, extracting key data like invoice numbers and PO details, and seamlessly integrating that information into Maximo. This solution was driven by the need for faster, more accurate invoicing workflows, particularly in the utilities sector, where managing large volumes of vendor invoices is critical.
The biggest challenge was ensuring that the integration worked smoothly with the existing systems while providing scalability to support future growth and the evolving needs of our clients. There needed to be sufficient automated checks in place so that invoices provided with missing information could be automatically returned to the supplier with the details required for display.
You have close relationships with many utilities players. What benefits have clients in that sector experienced from the Rossum-Maximo integration so far?
Clients in the utilities sector have seen significant improvements in both speed and accuracy when processing invoices. With Rossum integrated into Maximo, manual data entry is virtually eliminated, reducing human error and freeing up the Accounts Payable team to focus on higher-value tasks. For some clients, invoice processing time has been reduced from hours to seconds each day. Additionally, the system’s ability to scale means clients can handle increasing workloads without adding extra resources. This integration has also enhanced compliance and audit capabilities by ensuring that all invoice data is accurately recorded and easily traceable. From initial email through to payment processing can now be completed in most cases without human interaction.
How does document automation fit into the larger trend of digital transformation in utilities?
Document automation is a key pillar of digital transformation in the utilities sector. As more utilities adopt Internet of Things (IoT) devices, advanced analytics, and AI-driven solutions, the ability to automate traditionally manual processes—like document handling and processing—becomes essential. This shift allows companies to not only optimize their back- office operations but also improve overall operational efficiency, customer service, and decision- making. Document automation, particularly for invoicing, is a great starting point because it delivers immediate, measurable improvements and paves the way for broader automation and digitization efforts across the organization.
What role does AI play in improving the accuracy and efficiency of document automation solutions like Rossum?
AI plays a critical role in enhancing both the accuracy and efficiency of document automation. Traditional OCR systems can only convert text to machine-readable data, but AI goes a step further by understanding context, learning from past corrections, and continually improving its accuracy over time.
With Rossum’s AI capabilities, for example, the system not only extracts key data from invoices but also validates it, ensuring that only accurate, verified information gets posted into Maximo or the ERP. This means fewer errors, faster processing times, and a reduction in the need for human intervention, which allows teams to handle more documents with greater confidence in the results.
How can automation solutions like Rossum support regulatory compliance in the utilities industry?
Automation solutions like Rossum play a vital role in supporting regulatory compliance by ensuring that invoice data is accurately captured, stored, and traceable throughout its lifecycle. This is especially important in the utilities industry, where compliance with financial regulations, audit trails, and data security standards is critical. By automating invoice processing, utilities can maintain a clear, consistent record of all transactions, which simplifies audits and reduces the risk of non-compliance. Additionally, the system can flag any discrepancies or issues in real-time, allowing teams to address them before they escalate into larger problems.
What are the next steps for MaxLogic in advancing automation for the utilities sector?
At MaxLogic, our next steps involve expanding our automation capabilities beyond invoicing to encompass more areas of utility operations, such as work order management, asset tracking, and preventive maintenance.
By automating the set-up and data extraction from OEM Manuals and into Job Plans and PM schedules, we can save Maintenance and Planning teams countless hours of set up. We are also looking into further AI-driven solutions to enhance predictive analytics, enabling clients to make more informed decisions.
On the Rossum side, we’re working to strengthen integrations with other enterprise systems and other key industries, so that clients have a seamless, end-to-end automation experience. Our next key focus industries include Facilities Management, Travel and Transportation, Aerospace and Government. Our goal is to continue providing cutting-edge solutions that can help everyone operate more efficiently and sustainably.
As we look ahead to 2025, what advice would you give to leaders in the utilities industry who are considering automation initiatives? What are the key factors to consider when evaluating and implementing these solutions?
My advice for leaders in the utilities sector is to approach automation as an essential part of digital transformation rather than an optional upgrade. When considering automation, it’s crucial to focus on scalability, integration capabilities, and user experience. A solution needs to fit into your existing infrastructure without creating new silos, and it should be flexible enough to adapt to future technology advancements. Security and data accuracy are also paramount, especially when dealing with financial documents. Finally, invest in systems that leverage AI and machine learning, as these technologies can provide the continuous improvements and efficiencies you’ll need to remain competitive and resilient in 2025 and beyond.