How Robinson Lumber streamlined AP processes with Rillion

When Robinson Lumber faced challenges with their accounts payable (AP) processes, they recognized the need for a solution that would save time, integrate seamlessly with their existing ERP system, and enhance overall efficiency. After a frustrating experience with a previous vendor, they turned to Rillion, and the results exceeded expectations.

The challenge: time-consuming AP workflows

Before implementing Rillion, Robinson Lumber's AP department was bogged down by manual invoice entry and time-consuming purchase order (PO) matching. The team was spending upwards of 3-4 hours daily on these tasks, creating a bottleneck that impacted productivity. Sales Operations team members were manually entering invoices into their ERP and saving PDF copies into shared folders for record keeping.

The solution: Rillion's intuitive platform and seamless integration

Rillion's solution was a perfect fit for Robinson Lumber's needs. The intuitive user interface allowed the team to quickly adapt to the system, dramatically reducing the learning curve. With vendors now emailing invoices directly to a centralized inbox, the AP clerk indexes them in ReadSoft, their invoice capture solution, and they seamlessly flow into Rillion. From there, the invoices are matched to POs and sent directly back to LumberTrack, their ERP, for GL posting.

"[With Rillion,] we processed 20 invoices in 15 minutes — a task that previously took 2 hours,” says Eric Dills, Robinson Lumber controller. “It’s a huge time efficiency gain."

This automation shifted the entire invoice process to the accounting department, where it belongs, freeing up Sales Operations to focus on fulfilling sales orders and managing logistics.

"It provides my team with a much greater understanding of the purchasing process, and a sense of accomplishment for doing more impactful work," says Eric.

Optimized PO matching and custom integration

Previously, Robinson Lumber’s PO matching process was fully manual and labor-intensive. With Rillion, the process is automated and more accurate. With dual ERPs — Microsoft Dynamics GP for non-PO invoices and LumberTrack for PO-based ones — Rillion required significant customization. Rillion not only took on the challenge but also delivered.

"To put it simply, Rillion stepped up to the plate and knocked it out of the park," says Dills. “They were one of the few vendors that we spoke with that was even willing to take on such a project. Our Implementation Manager on the Rillion side worked closely with our Implementation Manager from LumberTrack in building the infrastructure to allow the systems to communicate with each other throughout various points of the process.”

Now, PO and receipt data are sent to Rillion, and processed invoices are routed back to LumberTrack and GP for posting.

The outcome: time savings and greater accuracy

Rillion didn’t just save Robinson Lumber time. It also improved accuracy and accountability, providing the company with a central repository for all invoices. This has simplified financial statements and bank audits by ensuring a single, accessible source of truth.

Eric concludes: