How NFI integrated Rossum and Coupa to accelerate the processing of 150k documents

NFI case study Coupa OCR invoice processing

Who is NFI? 

NFI Industries is one of the leading third-party logistics companies in North America. Founded in 1932 with one truck, NFI now employs over 16,000 people, operating a dedicated fleet of over 5,000 trucks and 14,400 trailers and offering more than 70 million square feet of warehousing space. NFI is a leader in sustainable transportation, updating its fleet with electric vehicle technology.

What was the challenge?

NFI’s Accounts Payable (AP) team processes over 150,000 invoices and credit notes every year. NFI is an agile company, keen to adopt AI to solve manual processes in order to become more competitive and provide a more efficient experience for their customers and suppliers. NFI required Rossum to ingest PDFs via email, split and sort the information, and send the extracted data to Coupa, its downstream procurement system. NFI chose Rossum for its advanced AI capabilities and ability to validate transactional data, ensuring more control over data accuracy entering Coupa.

“We chose Rossum to support productivity and reduce waste, as its advanced AI, user-friendly interface, and seamless integration with Coupa perfectly align with our strategic vision to improve productivity, reduce costs, and embrace innovation.”

Anne Thomas, VP of Finance Systems, NFI.

What did Rossum do? Integration with Coupa

Rossum ingests invoices, AI extracts the data without the need for templates, enriches it, and transports it to downstream systems. Rossum deployed a document splitting extension to automatically suggest splitting and sorting the PDF documents contained in emails into queues ready for data extraction. Human><AI collaboration in the early stages helped train the AI to rapidly get smarter and improve adoption by the AP team who learned to trust the AI’s accuracy. 

Ensuring only high-quality data entered Coupa was key to implementing trustworthy automation of end-to-end document processing. Rossum’s Professional Services team solved this by integrating with Coupa using a pre-built connection and deploying the Master Data Hub extension to validate the extracted information against Coupa master data. The extension replicates the master data in Rossum on a scheduled basis to ensure the data is near real-time.

The Coupa integration was customized according to NFI’s specific business logic to match supplier, PO, contracts, shipping and accounts data and enriched by the NFI team with GL codes and cost center data before posting the extracted information back to Coupa. The Rossum team also configured a Business Rules Validation extension to validate extracted data and offer documents for human review in specific situations. If any data is missing or fails any checks, tax data for example, the Rossum system blocks the document from further processing and flags the document for review.

The team also set up the system to identify credit notes and duplicate invoices. Duplicate handling required two approaches, one to avoid duplicate effort and one to protect against fraud. 

  1. NFI set up the Coupa Invoice Existence Check extension in Rossum to call the Coupa API and look for the invoice status in Coupa. If Rossum finds the matching document in the downstream system, the document is moved to the postponed status in Rossum, thus avoiding duplication of processing effort in either system. 
  2. The second approach deployed the Duplicates Handling extension to detect duplicate invoices arriving in Rossum. If Rossum finds a duplicate invoice it will immediately flag it to the business-user. 

The integration of Rossum with Coupa has streamlined workflows, significantly reducing the amount of low value manual work carried out by the AP team and speeding up invoice processing as a result.” 

Anne Thomas, VP of Finance Systems, NFI.

What’s next?

The successful digitalization of invoice processing has encouraged NFI to explore other use cases where Rossum can be deployed to scale IDP across the business. This aligns with their strategic vision to empower employees, embrace innovation, and deliver unparalleled commitment to their customers.

 

“The integration of Rossum with Coupa has streamlined workflows, significantly reducing the amount of low value manual work carried out by the AP team and speeding up invoice processing as a result.” 

Anne Thomas, VP of Finance Systems, NFI.

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