Maximus cuts invoice processing time by 85% with Rossum and Coupa integration

Who is Maximus?

Maximus is a leading provider of government services, helping millions of people access essential programs and services. With over 41,000 employees and operations spanning multiple countries, the company serves diverse government agencies and generates $5.3 billion in annual revenue. The AP team at Maximus processes thousands of invoices monthly across its global operations.

The challenge: Poor OCR performance caused double work

Maximus uses multiple Coupa modules as part of its procurement and accounts payable solution. However, its OCR invoice processing solution consistently failed to accurately read invoice data, pull PO and vendor information for validation, and lacked customization options.

This created a ripple effect of inefficiency for the AP team:

• Manual rework and double handling: Every invoice required extensive manual corrections, with AP staff spending 3-8 minutes per invoice hand-typing information that the OCR had failed to capture accurately. The team was essentially processing every invoice twice.
• Payment errors and delays: Inaccuracies often resulted in paying incorrect vendors, approver pushbacks, and delayed payments, negatively impacting Maximus’s reputation and vendor relationships.

The situation had become so problematic that Maximus was seriously considering eliminating its automation tool entirely and reverting to fully manual processing.

The solution: AI-powered invoice automation and seamless Coupa integration

Kim Gantt, Accounts Payable Transformation Director, discovered Rossum at Coupa Inspire. After a live demo at the event and further evaluations, Maximus began the implementation integrating Rossum and Coupa.

“The integration was very easy… I didn’t notice any problem at all. The Rossum team understands Coupa very well: it’s just an easy link that doesn’t cause any hiccups in the system.”

Kim Gantt, Accounts Payable Transformation Director, Maximus

Key solution capabilities are:

• Document ingestion & pre-processing: Rossum receives invoices through a centralized email system, automatically processing PO and non-PO invoices and routing documents for review.
• Automated data extraction and validation: Rossum performs PO validation, pulls and validates cost object information, and checks for duplicate invoices. A notable feature for Maximus is Rossum’s ability to extract project codes from the body of emails, not just the invoice itself, and assign these codes. It also validates vendor names, unique vendor numbers, payment terms, payment addresses, and invoice dates.
• Integration & workflow: After the AP team validates invoices in Rossum, they are automatically pushed to Coupa for approval and final payment processing.

The implementation took approximately 5 months from October 2024 to March 2025, with some delays during the holiday season and initial scope adjustments as the team refined their requirements.

Results: Night and day difference in invoice processing

Since going live, Maximus has experienced significant improvements:

• Increased efficiency: Invoice processing time has been dramatically reduced from 3-8 minutes (even with the previous system) to less than 30 seconds.
• Staff reduction: Through natural attrition, Maximus reduced their AP team from 10 to 8 people while maintaining processing capacity.
• Stellar accuracy: Data extraction accuracy is estimated to be between 95% and 98%, with minimal errors, primarily minor formatting adjustments.

“The ease of work, the accuracy, the speed at which work can get done… it’s just made life so much better and so much easier.”

Kim Gantt, Accounts Payable Transformation Director, Maximus

The future: More automation and business value

Maximus plans to get even more value out of Rossum by:

• Allowing touchless processing: The team aims to increase its comfort level with Rossum’s accuracy to eventually reduce the need for reviewing every invoice and move towards greater touchless automation.
• Enhanced Coupa integration: Maximus is working to push emails from Rossum into Coupa to create better audit trails and improve accessibility for project teams.
• Capturing early payment discounts: Maximus will investigate how to implement early payment discounts in the future.