Client
VicTrack
Industry
Government
Focus
AP automation
Product
Tungsten TotalAgility
ERP
TechnologyOne
VicTrack processes approximately 20,000 supplier invoices each year, making efficiency and visibility within accounts payable critical to ongoing operations. As invoice volumes increased, manual handling and paper-based workflows were creating unnecessary delays and operational risk. This case study outlines how VicTrack automated accounts payable to reduce manual effort, improve control and gain end-to-end visibility across invoice processing.
“As the transportation sector boomed, we looked for ways to cost-effectively manage our rising accounts payable workload. By moving to intelligent, automated, electronic invoicing, the organisation has boosted accuracy, increased productivity and cut processing times from days to minutes”
Chris Olds
Executive General Manager of Business Services at VicTrack
VicTrack’s accounts payable processes relied heavily on manual, paper-based handling. Invoice information was manually entered by accounts payable staff into the TechnologyOne financial system, creating unnecessary effort and increasing the risk of delays and errors.
Invoices arriving from multiple sources were first printed, manually sorted and labelled with barcodes before being scanned and uploaded. Accounts payable staff then separated purchase order and non-purchase order invoices, with non-PO invoices requiring additional manual approval steps prior to processing.
The department also managed a wide range of document types, including purchase order invoices, credit notes and utility invoices. These workflows involved repetitive handling and frequent hand-offs, making the process time-consuming and difficult to manage efficiently. Limited visibility across the end-to-end process further complicated approval tracking and audit readiness.
As invoice volumes increased, it became clear that the existing approach was no longer sustainable. VicTrack needed a more efficient way to manage accounts payable that reduced manual intervention, improved control and provided greater visibility across invoice processing.
VicTrack implemented an accounts payable automation solution built on the Tungsten TotalAgility platform and integrated with TechnologyOne Financials. The solution was designed to streamline invoice processing, reduce manual handling and improve visibility across the end-to-end workflow.
Invoices received via email or paper-based channels are automatically captured and digitised, with invoice data extracted and validated before being routed for review or approval. The solution supports both purchase order and non-purchase order invoices, removing the need for manual sorting, printing or barcode labelling.
Once validated, invoice data is exported directly into the ERP, enabling faster processing and reducing the risk of errors. The automated workflow also provides greater transparency across invoice status, approvals and exceptions.
“We selected Xcellerate IT for their extensive experience in Accounts Payable automation. They understood our requirements and were able to develop a tailored solution to meet our specific needs. Their proven record of integration with TechnologyOne financials meant that partnering with Xcellerate IT was the right decision for us”, said Chris.
Following implementation, VicTrack achieved measurable improvements across its accounts payable operations, reducing manual effort while improving control and visibility across invoice processing.
Key outcomes included:
“Invoices received via email are now directly forwarded to the accounts payable team for processing without the need to manually print and approve hard copies. Managers now have complete visibility of invoice receipt and processing from start to finish”, said Chris.
Since implementation, VicTrack has continued to benefit from improved efficiency, control and transparency, supported by Xcellerate IT’s ongoing support.
VicTrack is a Victorian state-owned organisation which owns rail transport land, infrastructure and assets on behalf of the state government. It operates a telecommunications network that is essential to the safe and sufficient operation of public transport in the state. VicTrack also carries out a range of commercial activities such as leasing of excess land, outdoor advertising, property development and more. VicTrack works to protect and grow the value of its asset portfolio to support a thriving transport system and make travel and living better for Victorians.
If you’re exploring how automation could apply in a similar environment, we can help you understand options, constraints and practical considerations.