“An AP solution like Affinda will help you get more out of your ERP system. We've also seen significant cost savings and improved supplier relations, as invoices are now processed on time. By automating manual tasks, you increase efficiency, reduce errors and streamline approval processes. This frees up the Finance team to focus on more productive tasks and enables them to make better, more informed decisions.” Dan Southern, Sage X3 Practice Manager, CitySoft.
About CitySoft
CitySoft delivers robust ERP and software solutions to businesses across Australia, New Zealand, Asia and Europe. With over 30 years of experience, CitySoft supports SMEs and large enterprises in industries such as finance, manufacturing, food and beverages, consumer products and automotive. As a certified partner of both Sage and SAP, CitySoft has successfully completed more than 80 integrations with third-party solutions.
CitySoft's services extend beyond providing core software. The company offers complete, end-to-end solutions aimed at helping customers maximise their Return on Investment (ROI). By guiding businesses through transformation and promoting best practices, CitySoft enables customers to enhance their operational processes. By integrating powerful platforms like Sage X3 with AI solutions like Affinda, By integrating powerful platforms like Sage X3 with AI solutions like Affinda, CitySoft ensures that clients fully capitalise on their investment in modern technologies.
CitySoft’s Unique Business Challenge & Requirements
CitySoft found itself facing growing frustration with its previous Accounts Payable (AP) solution, which was based on outdated OCR technology. Customers had to train the AP automation system by creating templates for each supplier’s invoice—a time-consuming and inefficient process. The inability to accurately capture data from varied invoice formats resulted in frequent errors, forcing customers to manually correct mistakes. This diminished the value of the automation and also led to disappointment due to the high maintenance burden.
CitySoft began searching for an Australian-based solution to replace their previous system. They needed:
- A highly accurate AP solution that could effortlessly handle diverse invoice formats without manual template creation
- A system that truly delivers on the promise of automation, reducing the need for manual intervention and preventing errors
- Responsive support within the local time zone, ensuring fast, reliable assistance when it’s needed most.
- A platform that fits seamlessly into CitySoft's vision of delivering complete, end-to-end ERP solutions with minimal hassle.
Solution
CitySoft and Affinda joined forces to create a solution that could be seamlessly deployed for both new and existing CitySoft customers. Customers simply forward their invoices to a dedicated Affinda email inbox. From there, Affinda's AI models extract key data and flag any documents needing user review directly within the app. Fully integrated with CitySoft’s ERP systems, including Sage X3, Affinda pulls in accounting data like suppler information and account codes to ensure accurate data matching. The extracted data, along with the original file, is then sent back to the ERP. Best of all, this solution can be deployed for customers in just a few days.
CitySoft chose Affinda for several key reasons that truly set their AP solution apart from other options:
- An excellent user interface that is intuitive and easy to use, giving customers confidence and making adoption smooth and straightforward.
- High accuracy delivered right out of the box, which meant no extensive setup or frustrating customisations were needed—just instant, reliable results.
- A local, Australian-based support team with strong technical expertise, always ready to help when needed, bringing a sense of reassurance and trust.
- Very competitive pricing, offering outstanding value without compromising on quality, giving CitySoft the confidence they were making the right choice.
- A genuine willingness to collaborate and co-develop a tailored solution with CitySoft, making them feel like true partners rather than just another customer.
While CitySoft considered other options from Europe and the U.S., none matched the overall benefits that Affinda offered. It was not just about the features—it was about the feeling of partnership, of finding a team as dedicated to success as they were.
The implementation process was smooth and highly collaborative. Both teams demonstrated excellent technical expertise, working together effectively to ensure seamless integration. The fact that Affinda was local made communication effortless, creating a strong sense of support and understanding. The Affinda Product and Sales teams went above and beyond, even learning Sage X3 to conduct their own testing to ensure everything functioned properly. Their dedication and personal commitment to the project were key to its success and it made the entire experience rewarding for everyone involved.
Impact
CitySoft's customers have experienced significant improvements since implementing Affinda’s AP solution. Key impacts include:
- Document recognition and accuracy improved from 40% with traditional OCR-based solutions to over 95% with Affinda, delivering results that customers can truly rely on.
- Manual intervention and error correction have been drastically reduced, freeing up valuable time and significantly boosting overall efficiency.
- Customer satisfaction has soared, thanks to the solution’s outstanding accuracy and intuitive, user-friendly design that makes everyday tasks simpler.
- Faster issue resolution with local, responsive support has minimised downtime, keeping operations running smoothly and frustration at bay.
- Customers have provided overwhelmingly positive feedback, praising the solution’s seamless integration with their existing systems and its ability to streamline their processes.
Ready to see how Affinda’s AI-powered document processing products can help your business? Chat with one of our experts today.
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