01 · The challenge
Three analysts, 2,000+ vendors
The company’s procure-to-pay discrepancy rate was 40%, far above the industry benchmark of 2 to 5%. Analyst capacity was limited, with three analysts managing more than 2,000 vendors. Discrepancies were classified by hand, and each analyst made 27 emails or calls every two weeks. As a result, 1,920 vendors received minimal attention.
02 · The approach
A bot that sorts discrepancies and does the outreach
TSP replaced manual classification and vendor emailing with a custom bot.
What the bot does
Classifies
Sorts each discrepancy into one of three categories: MRNI, IR with no GR, and mismatch.
Contacts
Sends consolidated emails to vendors or internal buyers for each category.
Frees analysts
Leaves the complex discrepancies to people.
03 · The results
Half the discrepancies, and time back for analysts
- 50% reduction in GR/IR discrepancies
- Significant time savings for procurement analysts
- Analysts focused on resolving complex discrepancies
- Next: fewer than 1,500 open discrepancies and a rate under 5%, with automated ticketing and follow-ups, a focus on 30 to 89 day items, and no items over 90 days
