ReFuel Mobile Case Study
Background
Refuel Mobile is a London, Ontario-based on-site fuel delivery company that brings gasoline directly to businesses and fleet vehicles. Since launching in 2017, Refuel has grown quickly by servicing car dealerships, trucking fleets, and delivery companies throughout Southwestern Ontario. While the company’s innovative service keeps vehicles fueled without trips to the gas station, behind the scenes, Refuel Mobile faced a less modern challenge: a labour-intensive accounts payable process.
Like many companies in the construction and manufacturing industries, Refuel Mobile deals with a steady stream of supplier invoices. They receive up to 15 daily vendor invoices (150–300 per month) for fuel supply, vehicle maintenance, and other operating expenses. Most of these invoices arrive as email attachments and have to be manually entered into QuickBooks Online (QBO), along with uploading the PDF copy for record-keeping.
This repetitive task took considerable time, pulling team members away from core duties. As the business continued to grow, the manual nature of the process started to cause strain. Data entry errors, late payments, and limited time for strategic finance work made it clear: they needed a better way.
Challenge
By 2024, Refuel Mobile’s accounts payable process had become a bottleneck. Processing 200+ invoices by hand each month meant team members spent hours entering invoice numbers, dates, vendor names, amounts, and taxes into QuickBooks. Mistakes were easy to make and took time to fix. Searching for the correct PDF or confirming values at month-end added stress and complexity.
Moreover, manual invoice processing often costs businesses between $8 and $22 per invoice due to labour, inefficiencies, and errors. For Refuel Mobile, this added up, taking time and money away from more important business priorities. Like many businesses in operational industries, Refuel needed a way to reduce this burden and scale its AP process to match its growth.
Solution
That’s when they found InvoiceStream, an AI-powered invoice processing platform by Polar Imaging that integrates seamlessly with QuickBooks Online. With minimal setup, Refuel Mobile was able to digitize and automate its invoice management workflow without changing its accounting platform.
Here’s how it works:
- AI Invoice Classification: When a vendor invoice arrives via email, InvoiceStream automatically recognizes and classifies it.
- Data Extraction: Key invoice fields, such as invoice number, date, vendor name, subtotal, tax, and total, are accurately extracted.
- Data Validation: The system checks that values are mathematically correct and complete, catching issues before they become errors.
- One-Click Sync to QuickBooks Online: Validated invoices are automatically uploaded into QuickBooks Online. Both the data and the original invoice PDF are synced, so no manual entry or file uploads are needed.
Refuel Mobile now logs into a simple dashboard to view all incoming invoices. Most are fully processed and ready to approve in just a few clicks, freeing the team from hours of typing and cross-checking.
Results
The impact of InvoiceStream was immediate. Refuel Mobile transformed its AP process from a manual grind to a streamlined digital workflow. Here’s what changed:
- Up to 70% Time Saved: What once took 5–10 minutes per invoice now takes seconds. Across 200 invoices/month, that’s dozens of hours saved each month.
- Over 99% Accuracy: AI and validation have nearly eliminated entry errors, so the team spends less time correcting mistakes.
- Lower Costs: Automating invoice processing reduced labour costs per invoice. Refuel Mobile is saving money by working smarter, not harder.
- Scalability: The system can easily handle more invoices as the business grows, without the need to hire more AP staff.
- Boosted Morale: Employees spend less time on data entry and more on strategic tasks like expense analysis and vendor management.
“InvoiceStream has completely transformed how we handle vendor invoices.”
“Before, we would spend hours every week manually typing in invoice details and uploading files. It was tedious, and mistakes would inevitably slip through. Now, invoices practically process themselves. They arrive in our inbox and are in QuickBooks within minutes, accurately populated and ready for approval. It’s a night-and-day difference for our team.
The time savings have been incredible. We save many hours each week that we now devote to more important tasks like negotiating with suppliers and analyzing expenses. InvoiceStream made our day-to-day operations so much smoother. I honestly wish we’d adopted it sooner!”
Key Takeaways
- Time Saved: Reduced processing time by over 60%.
- Fewer Errors: Accuracy improved to over 99%.
- Lower Costs: Significant labour cost reductions and improved AP efficiency.
- Easy Integration: Seamless sync with QuickBooks Online.
- Scalable Growth: AP process now supports business growth without adding staff.
InvoiceStream is the solution for growing businesses that want to modernize their AP process and eliminate invoice headaches. Whether you’re in construction, manufacturing, or any industry that processes invoices – InvoiceStream’s integration with QuickBooks Online helps you save time, reduce costs, and streamline operations so your team can focus on what really matters. Contact us for a free demo!
Find out how this could work for you!
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