Company Profile
Company Type
Online learning platform
Team Size
50-300 staff
Industry
Education
Key Challenge
Struggling with inefficient manual invoice processing processes that were slowing growth and increasing operational costs. Their primary concern was enrollment management.
Tools Connected
The Challenge
Manual invoice processing was the biggest bottleneck in this online learning platform's operations. Their team of 50-300 staff processed hundreds of invoice processing requests weekly, each requiring multiple steps, cross-referencing against education-specific requirements, and coordination between departments. The average invoice processing request took 45 minutes to complete manually, and the backlog was growing by 15% each quarter.
Beyond the time drain, the quality of their invoice processing output was inconsistent. Different team members followed different procedures, and there was no standardized way to handle edge cases that are common in education. A recent audit revealed that 12% of completed invoice processing records contained errors that required rework — costing the organization an additional $50K annually in correction and remediation efforts. The leadership team recognized that continuing to throw people at the problem wasn't viable and began searching for an AI-powered solution.
The Solution
Arahi AI provided the automation backbone this education team needed. They deployed a multi-agent workflow that breaks the invoice processing process into discrete, automated steps — each handled by a specialized AI agent. The first agent monitors triggers from Canvas and Slack. The second agent analyzes and processes incoming requests using education-specific business logic. The third agent executes actions across connected tools and notifies team members via Notion.
The beauty of the no-code approach was speed of implementation. The team had their first agent live within 90 minutes, and the full invoice processing workflow was operational within a single afternoon. They used Arahi AI's template for education invoice processing as a starting point, customized the business rules to match their specific process, and connected their existing tool stack without writing a single line of code. Within the first week, the agents had processed over 200 invoice processing instances with 99%+ accuracy — more than the team typically handled in a month.
The Results
Measurable improvements across key education invoice processing metrics.
Invoice Processing Time
95% faster
Before
3-5 days
After
< 4 hours
Processing Cost per Invoice
86% savings
Before
$15.40
After
$2.10
Error Rate
95% reduction
Before
3.8%
After
0.2%
Early Payment Discounts Captured
642% increase
Before
12% of eligible
After
89% of eligible
Monthly Invoice Volume
7.5x throughput
Before
200 (max capacity)
After
1,500+ processed
“We went from spending half our day on invoice processing to having it just happen automatically. The AI agents handle the routine work perfectly, and our education team can focus on the strategic decisions that actually move the needle. I wish we had done this a year ago.”
VP of Operations
Online learning platform
Key Takeaways
The most important lessons from this education invoice processing automation project.
This education team proved that invoice processing automation doesn't require technical expertise — the no-code platform made it accessible to business users.
Scaling invoice processing capacity by 10x without adding headcount fundamentally changed the economics of their education operations.
Consistent AI-powered processing eliminated the quality variance that came with different team members handling invoice processing differently.
Real-time visibility into invoice processing metrics gave leadership the data they needed to make better strategic decisions.
Implementation Timeline
From zero to production in 90 minutes — here's how they did it.
Step 1: Mapped the existing invoice processing workflow
Documented every step of the current manual invoice processing process, including decision points, exceptions, and handoffs between team members. Identified which steps could be fully automated versus those needing human oversight.
Step 2: Built the automation in Arahi AI
Used Arahi AI's no-code builder to create the invoice processing workflow: connected Canvas and Google Classroom as data sources, configured AI decision logic for education-specific requirements, and set up automated actions and notifications.
Step 3: Parallel run with manual process
Ran the AI agents alongside the manual process for one week to compare outputs. The AI matched or exceeded human accuracy on 98% of invoice processing instances, with the 2% of edge cases automatically flagged for human review.
Setup Time
90 minutes
AI Agents
4 AI agents
Tools Connected
5 integrations
Frequently Asked Questions
Common questions about automating invoice processing in education.
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