How AMF Fastigheter took control of growing invoice volumes

From paper invoices and manual reviews to digital processing and smart workflows — this is how AMF Fastigheter has evolved its accounts payable processes. Here, they share how they work with Rillion to handle a growing invoice volume.

A growing invoice volume required a smarter way of working

AMF Fastigheter is one of Sweden’s largest real estate companies, managing and developing commercial properties across Sweden. With a growing portfolio and increasing operational complexity, the finance team needed a scalable way to manage a rising invoice volume.

Marie Moberg, Company Accountant and System Owner at AMF Fastigheter, has been working with Rillion for eleven years. Together with Hiba Kamshaty and Sofia Nyberg, she is responsible for ensuring that accounts payable runs smoothly across the entire organization.

With 40 entities and an increasing invoice volume, the team saw the need for a way of working that could handle higher volumes without requiring more resources. This led to a gradual increase in automation and digitalization, where Rillion plays a key role.

Digitalization enables smoother workflows

Five years ago, one third of all invoices were paper-based. Final approvals dragged on, and they were dependent on manual review. Today, almost all invoices are digital.

“A few years ago, we went digital for real. Now, only three percent of our invoices are paper-based. It’s a huge time saver and provides peace of mind knowing everything is digital,” says Marie.

Rillion handles the complex structures and specific requirements of the real estate industry — such as VAT management — in a way that fits AMF Fastigheter’s needs. Combined with a user-friendly interface and the ability to build rule-based workflows, these are key reasons why they value Rillion.

“We have 190 users, many of whom are consultants new to the system. We often hear that Rillion is easy to understand and work with,” says Marie.

An invoice workflow tailored to the business

Over the years, AMF Fastigheter has gradually expanded its use of Rillion and found new ways to streamline its work. Today, they use several features, including:

• Invoice management with rule-based approval workflows
• AI-based coding
• Analytics for insights and reporting
• E-invoicing via Peppol
• Automated invoice capture
• Integration with the Vitec ERP system

The team places strong emphasis on building rules as soon as they identify recurring patterns. This saves significant time, both for themselves and for approvers across the organization.

“We can easily build rules for workflow suggestions, approval thresholds, and suppliers, depending on what works best. Rillion is very flexible in that way,” says Marie.

To further improve efficiency, the team is focused on increasing the share of invoices received as e-invoices. Using Analytics, they can track which suppliers still send PDF invoices and actively work to increase e-invoicing adoption.

“It takes one tenth of the time to process an e-invoice compared to a PDF. We’re working towards getting 100 percent of our suppliers to switch to e-invoicing,” says Marie.

Invoices volume keeps growing

As AMF Fastigheter has grown, invoice volumes have increased as well. Despite this, Marie, Hiba, and Sofia don’t feel that quality or efficiency has been negatively affected. With Rillion, they see clear results:

• More efficient invoice processing frees up time for higher-value work
• Five hours saved per week by eliminating final checks on all invoices
• AI-coding used for most operational invoices
• Higher quality and confidence in VAT handling and approval workflows

One thing that has made a big difference for Hiba in her daily work is more efficient handling of incoming invoices. In Rillion’s invoice log, she gets a complete overview of all invoices and can easily see which ones need closer attention. By focusing only on exceptions, she and the team avoid duplicate work.

“Today, we don’t review every invoice. We work in the invoice log, where we get an overview of all invoices and focus only on exceptions. That’s a major improvement,” says Hiba.

And for Marie, who previously reviewed thousands of invoices every month, day-to-day work has become significantly easier. After an analysis conducted together with their Rillion contact, it became clear that only a small portion of invoices actually required final review.

“It has made a huge difference. Now I can spend time on more value-adding work and drive other efficiency initiatives,” says Marie.

Ongoing support and collaboration

A key part of AMF Fastigheter’s successful efficiency journey is the collaboration with Rillion’s Service Delivery Manager (SDM), Tola Wallin. She acts as an extension of the team and helps identify relevant updates, features, and improvement opportunities based on AMF Fastigheter’s specific way of working.

“Having a Service Delivery Manager is incredibly valuable. Tola understands our needs and helps us use the system in a way that suits us,” says Marie.

Next step: AI-based coding for all invoices

While AI-based coding works well for operational invoices, AMF Fastigheter still sees development potential when it comes to project invoices. In those cases, coding varies from invoice to invoice, which currently poses a challenge for AI.

“We see great potential in AI-based coding and are working toward making it work just as well for project invoices as it does for operational ones. We communicate our needs and improvement ideas through our SDM, Tola Wallin,” says Marie.

Peace of mind, control, and more time for what matters

After more than a decade with Rillion, AMF Fastigheter has not only streamlined its invoice processing but also built a way of working that delivers long-term stability and peace of mind. It’s not just about saving time — it’s about getting things right from the start and trusting that everything works as it should.

“We recommend Rillion. It’s an efficient and smooth system for both administrators and end users,” Marie concludes.