High speed for incoming invoices
Automated processing powered by S/4HANA
Seeing disruption as an opportunity: The STAUFF® Group is using the switch to SAP S/4HANA to modernize its invoice processing. Using SAP BTP tools and the AI‑based solution Inbound Invoice Automation (IIA), developed by consolut, the Group permanently reduced processing times in the incoming‑invoice department of its UK subsidiary, enabling employees to devote more time to strategic initiatives.
Picture: STAUFF®-Group
The challenge
The STAUFF® Group is leveraging the migration to S/4HANA to optimally position its IT infrastructure for the future. A particular focus lies on automating invoice processing in order to fully exploit modern technological possibilities.
The Group sought a solution offering contemporary functionality—especially in automation—while maintaining or exceeding previous standards in security and cost efficiency. In the long term, around 80% of invoices should be posted automatically and correctly, which requires granular workflow control.
The new invoice‑management solution also needed to follow SAP’s clean‑core principles, enabling new services to be implemented more rapidly and cost‑effectively, while lowering maintenance costs. The application was to be introduced first at the UK subsidiary, with further rollouts planned.
The solution
IIA uses the SAP Business Technology Platform (BTP) and native SAP tools, enabling granular individual customization. Because it builds on a predefined configuration, the solution can be implemented quickly and cost‑effectively. Depending on customization requirements, go‑live can occur as early as 30 days after kickoff.
Importantly, the solution uses generative AI and the latest AI services, such as Document AI, to achieve high precision in data extraction. Documents are read down to item level, and suppliers are identified more reliably than in many other applications. Multi‑level approval workflows can also be mapped.
Given the international nature of the company and flexible working models, the solution also needed to support multiple languages and mobile access—both standard features of IIA.
Finally, IIA ensures investment security: the application follows SAP’s strategic roadmap, is based on clean‑core principles, and can therefore be easily adapted. Regulatory changes can be implemented quickly without touching the ERP system.
“With the introduction of Inbound Invoice Automation from consolut, we have significantly improved traceability and automation in our incoming‑invoice processing.”
The result
Just in time for the planned SAP S/4HANA rollout, STAUFF® introduced the new invoice‑processing solution into productive operation. The project was carried out fully remotely with consolut to minimize the internal workload.
Even after go‑live, STAUFF® continues to rely on consolut’s expertise. The company opted for a support and maintenance contract to relieve the internal IT team in daily operations, ensure smooth update processes, and quickly adopt technical innovations.
By integrating IIA, STAUFF® not only optimized processes for the future but also strengthened its cybersecurity: the ERP system itself no longer communicates with third‑party systems in the invoice‑processing chain. These are now connected exclusively via BTP—minimizing the attack surface for cybercriminals.
At the same time, the project strengthened SAP BTP as an internal data hub and marked an important step on the Group’s path toward greater data‑driven efficiency and value creation.
Benefits
Automated invoice processing from receipt to archiving
Advanced AI functions for precise invoice automation
Fewer errors through automated validation and control
Cost‑efficient transition thanks to consolut’s preconfigured IIA solution
Clean‑core approach with SAP BTP simplifies scalability, adaptation, and ensures the highest data security
Mobile invoice processing
“Working in this multinational, highly professional, and uncomplicated project environment was enjoyable for all participants—even during the stressful phases. The broad acceptance of the new application across the company marks a successful project completion.”
Value
High recognition rate, faster processing times
Future‑proof solution aligned with the SAP roadmap
Improved transparency and compliance
About the company
The STAUFF® Group is part of LUKAD Holding, a German corporate group headquartered in Werdohl, Sauerland. Founded in the 1950s as a scrap‑metal business, the companies Menshen Gruppe, Lutz Menshen, and Stauff today develop and supply products and services in the fields of waste management, hydraulic accessories, and plastic packaging. In total, LUKAD employs more than 3,000 people at 61 locations in 23 countries.
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