Higher-quality and faster processes thanks to a digitized accounts payable workflow in BPS

Lucerne University of Applied Sciences and Arts (HSLU), with around 8,100 enrolled students, more than 12,000 continuing education participants, and 250 new research and development projects, is the largest educational institution in the heart of Switzerland. HSLU offers its students and continuing education participants high-quality degree and professional development programs across the departments of Engineering & Architecture, Business, Computer Science, Social Work, Design Film Art, and Music.

HSLU also relies on modern, optimized solutions in administration. For this reason, the existing invoice processing system was to be upgraded to a higher standard.

The previously decentralized invoice system—spread across multiple locations and largely paper-based—was to be digitized and automated wherever possible, with clear governance structures. A user-friendly interface was intended to support employees and managers in processing incoming invoices automatically and accurately. In addition, HSLU wanted to consolidate the various addresses previously used for invoice receipt into a single central address.

Lucerne University of Applied Sciences and Arts selected Xpert as its implementation partner, among other reasons due to Xpert’s many years of expertise in the Business Process Suite (BPS). In an initial phase, several workshops were conducted to identify the needs of the specialist departments, define detailed process requirements, and analyze technical challenges. Based on these insights, the project team developed and successfully implemented a tailored implementation strategy.

HSLU chose the ePosting module of the Business Process Suite. The cloud-based solution uses OCR technology to recognize and validate key data from scanned invoices. Accounting staff review and supplement the data where necessary. The digitized invoices are then forwarded to the respective requesters for approval.

HSLU employees can now directly define their deputies or successors in the system, ensuring seamless task handovers. Thanks to detailed logging of all events, it is possible at any time to trace which steps were taken for a specific invoice. This provides full transparency regarding who granted approval, posted the invoice in the accounts payable system, or carried out further processing. This clearly defined governance significantly reduces error rates within the accounts payable workflow.

These enhancements not only increase efficiency and reduce costs by minimizing manual steps, but also lead to higher overall process quality. Additional automation greatly reduces potential sources of error. Faster and clearer processes also lower the number of payment reminders and the associated clarification efforts. As a result, unnecessary costs are avoided while supplier satisfaction increases at the same time.

Throughout the entire project, Lucerne University of Applied Sciences and Arts was able to rely on the extensive expertise of Xpert’s specialists. Thanks to the excellent collaboration, the project was completed on time and to the university’s full satisfaction.