How Precision Saved 40+ Hours A Month From Manual Accounts Payable
Precision connected purchasing, invoicing, and accounting to improve accuracy and financial visibility.
How Precision Saved 40+ Hours A Month From Manual Accounts Payable
Precision connected purchasing, invoicing, and accounting to improve accuracy and financial visibility.
Company Overview
Service Model
Residential & Commercial HVAC
Headquarters
Vancouver, WA
Operational Challenge
Manual invoice and job data processing across disconnected systems
Strategic Goal
Scale operations without increasing administrative burden
The Challenge
Precision was operating without clear visibility into its AP process
Important financial information was spread across ServiceTitan, QuickBooks, inboxes, and manual processes, making accuracy dependent on constant review.
Critical records lived across too many systems
Invoices, purchase records, emails, and job information were spread across ServiceTitan, QuickBooks, inboxes, and manual processes. Finding answers often meant searching through multiple systems before work could move forward.
Problems surfaced after they had already created work
Duplicate purchases, missing invoices, and coding mistakes were often discovered during review instead of being caught earlier. Resolving issues required additional investigation and delayed the process.
With approximately $7.5 million in annual revenue, even a 1% leakage rate represented nearly $75,000 per year. Without clear oversight, small AP issues had the potential to become meaningful financial losses.
Precision could not afford to lose visibility into spending
Without a connected process, confidence depended on manual verification. Leadership needed a way to trust the data, focus on exceptions, and move forward knowing the business was operating on accurate information.
The team needed certainty that the numbers were right
The Structural Gap
As Precision continued to grow, critical financial information remained scattered across email inboxes, purchasing records, job files, and accounting systems. Teams spent valuable time verifying invoices, matching costs to jobs, and ensuring nothing slipped through the cracks before financial decisions could be made.
Administrative work was taking time away from the business
As Precision Heating & Cooling continued to grow, so did the amount of paperwork required to keep operations moving. Invoices, receipts, purchase records, and supporting documents lived across ServiceTitan, QuickBooks, Gmail, and filing cabinets, forcing the office to spend valuable time locating information instead of acting on it. What should have been a simple review often became a manual search across multiple systems before work could move forward.
"As our volume increased, manual entry became a thing of the past. Every second counts in our industry, and we needed information moving as quickly as our operations."
Information was available, it just wasn't connected
The challenge wasn’t a lack of data. Every invoice, receipt, and purchase record already existed somewhere within the business. The problem was bringing that information together into a process that was easy to review, easy to search, and easy to trust. Administrative tasks that should have taken minutes often required switching between systems, opening emails, locating attachments, and manually confirming supporting documents before decisions could be made.
Precision didn’t need to replace the software that was already running the business; they needed those systems to work together. By connecting ServiceTitan, QuickBooks, Gmail, and OnBase, the company created a centralized document workflow that eliminated unnecessary administrative effort, improved visibility across financial processes, and returned valuable time to the team every single week.
How Precision turned accounts payable into operational confidence
By connecting ServiceTitan, QuickBooks, Gmail, and OnBase, Precision replaced manual administrative work with one connected workflow.
Receive
Every vendor bill is matched to the right job automatically
Precision no longer had to manually determine where each vendor bill belonged. Invoices were automatically connected to the correct job, purchase order, and supporting information as they entered the workflow.
Match
Invoice details are validated before they hit the books
Invoice details were automatically checked against purchasing and job information before posting. Clean invoices moved forward while discrepancies were identified before they became accounting problems.
Approve
Exceptions get flagged. Everything else moves forward on its own.
Instead of reviewing every invoice line by line, Precision’s team only stepped in when an exception was identified Everything else continued through the workflow automatically.
How Precision turned accounts payable into operational confidence
By connecting ServiceTitan, QuickBooks, Gmail, and OnBase, Precision replaced manual administrative work with one connected workflow.
Watch the Precision Case Study Video
The Outcomes
Precision's administrative work reduced while operational capacity increased
Integrated workflows replaced manual document processing, helping BMC accelerate billing, improve financial visibility, and increase operational capacity without growing the administrative team.
40+ hours returned every month
Routine invoice processing became largely automated, returning more than 40 hours every month to Precision’s team. Time once spent managing paperwork could now be invested in serving customers and supporting business growth.
One home for every document
Invoices, receipts, and supporting documents were centralized into one connected workflow instead of being scattered across inboxes and folders. Information became easier to find, review, and access whenever it was needed.
Greater confidence, fewer errors
By connecting financial documents across systems, Precision reduced duplicate work and manual data entry. With fewer opportunities for mistakes, the team could process invoices with greater confidence and accuracy.
Built to grow
As Precision continued to expand, administrative work no longer grew at the same pace. A connected workflow provided a scalable foundation that supported higher invoice volume without adding unnecessary complexity or administrative overhead.
I don't have to look through hundreds of receipts anymore. I only review the ones that actually need attention.
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