Fast facts
Business: PSC Insurance Group
Industry: Commercial Insurance / Financial Services
Challenge: Manual invoice processing across a large, multinational group
Solution: Custom AP Invoice Extractor integrated with Sage X3
Results:
- 95% of invoices processed with no human intervention
- 10× more invoices processed with no added staff
- Enhanced auditability and tracking of invoice approvals
- Automated mapping of suppliers, entities and account codes
The challenge
PSC Insurance Group is a diversified, multinational business offering commercial insurance broking, life insurance, business support and workers compensation consulting. With 40+ trading businesses, over 1,000 team members and a portfolio of 200,000+ clients across six countries, managing operational scale is critical.
Its accounts payable (AP) team processes more than 24,000 invoices annually, across regions including Australia, New Zealand and the UK. But as PSC grew, so too did the complexity of its AP processes.
The workflow was cumbersome:
- Invoices received by email
- Data manually extracted and entered into Sage X3
- Supplier and business entity manually mapped
- Line items manually coded to GL accounts
- Email chains saved across multiple locations for audit trails
PSC needed a solution that could:
- Automate data extraction and coding
- Minimise manual input and human error
- Scale with their growing invoice volume
- Seamlessly integrate into Sage X3
- Improve audit trails for compliance and reporting
The Affinda solution
PSC partnered with Affinda to design a bespoke AI-powered AP invoice processing system; one that didn’t just plug in, but fit naturally into their existing workflows and technology stack.
“Affinda were a great fit for PSC as they spent more time understanding our business than selling an off-the-shelf (one-size-fits-all) solution. I really value Affinda’s experience and advice, in particular their transparency regarding their core competency and where and how they could make a difference.”
Nat Barrs, Chief Technology Officer at PSC Insurance Group
Working closely with the PSC Accounts Payable team, Affinda delivered:
- Custom-built AI invoice models tailored to PSC’s specific document types and GL structure
- Seamless two-way integration with Sage X3
- User access from within SageX3 or via standalone web interface
- Automatic supplier, entity andaccount mapping
- Audit trail generation foreach invoice
Here’s how the process works now:
- Invoices are forwarded to Affinda via email
- Duplicate invoices and irrelevant attachments are automatically flagged
- AI extracts invoice data and applies PSC-specific mapping rules
- Supplier, entity, GL account and approver fields are automatically populated
- Invoices are reviewed and approved with full audit trail
- All invoice data is pushed directly into Sage X3
The solution is fully configurable – PSC can update mapping rules and logic independently as their business evolves.
“Our accounts staff were previously handling 100% of allinvoices,” said Barrs. “Post implementation, our staff now intervene on lessthan 5% of transactions. It has removed the laborious workload from ouraccounts staff, who now focus on quality assurance and management of any outliers.”
Nat Barrs, Chief Technology Officer at PSC Insurance Group
The outcome
PSC deployed the Affinda-powered system with minimal disruption. Staff were trained and fully onboarded within hours, and the team began using the tool on the day of deployment.
“It has allowed us to process 10 times the volume of invoices without the need to increase staffing levels.”
Nat Barrs, Chief Technology Officer at PSC Insurance Group
Since implementation, PSC has seen:
- 95% of invoices processed through Affinda’s AI models
- Significant reduction in errors and reconciliation issues
- More time for high-value finance activities like EOFY reporting
- Improved reliability of supplier and GL account data
- Stronger audit trail compliance and visibility
“We have partnered with Affinda as our ‘go to’ AI firm. We have numerous projects underway using AI and machine learning that are adding significant value to our broking operations, ensuring our clients have access to all leading insurance markets and products tailored to their specific business needs.”
Nat Barrs, Chief Technology Officer at PSC Insurance Group