Precision Air’s Automation Story
By co-building with Precision Air, Savvy Source transformed a time-draining AP process—freeing up valuable time and delivering actionable financial insights in an intelligent, high-visibility system that improved accuracy, and brought new clarity to operations.
What Happens When Manual Becomes Unmanageable
For Paul Vynar, Owner of Precision Air, the workday started before the sun. His first task? Diving into a flooded inbox, hunting down vendor invoices, purchase orders, and receipts from the day before. Each transaction required manual validation against ServiceTitan jobs, manual verification of charges, and careful tracking for payment and reconciliation.
“I used to spend about 40 hours a month just verifying every single transaction,” Paul shared. “And even with that, there were still double pays, missed credits, and friction with vendors.”
This wasn’t about a lack of tools. Precision Air had embraced software like ServiceTitan. The problem was the absence of connectivity, structure, and automation between systems. That gap between data and execution was costing them time, money, and peace of mind.
Behind the Scenes: Who Is Precision Air?
Based in Vancouver, WA, Precision Air delivers HVAC services to residential and commercial clients across the Pacific Northwest. With a strong team and reputation for fast, reliable service, their internal operations were under increasing pressure to keep up with the field, especially on the financial backend.
Despite using modern software, the AP process remained anchored in email threads, disconnected spreadsheets, and time-consuming detective work. Matching invoices to the right job or technician was slow, frustrating, and error prone.
Consultation, Not Just Configuration
The transformation began with a personal conversation. During a trip to the West Coast, Paul and Larry Pantus (founder of Savvy Source) were discussing business pain points over some dinner. It wasn’t a formal pitch—it was an honest exchange between peers about operational challenges and practical solutions. What followed was a deep-dive into Precision Air’s AP process.
- How invoices entered the organization
- Where they were stored (or lost)
- Who was responsible for approvals and follow-ups
- How much time was spent just keeping things on track
Through that conversation, the automation opportunity became clear: stop trying to manage transactions through inboxes and start building an integrated, intelligent system that matched how Precision Air actually worked.
How We Automated AP with OnBase + ServiceTitan (and Why It Worked)
ServiceTitan helped them in the field, but once invoices hit the inbox, everything broke down. There were no threads tying jobs, vendors, or approvals together. Using OnBase as the core engine, we connected Gmail and ServiceTitan to create a streamlined AP workflow:
- ✅ Invoice Capture: Emails from vendors are automatically ingested by OnBase
- ✅ Data Matching: Invoices are linked to jobs, technicians, and POs in ServiceTitan using logic-based matching
- ✅ Exception Handling: Only unmatched or unusual transactions are flagged for review
- ✅ Document Retrieval: Users can instantly search by job number and pull up all related documentation
As Paul put it, “Now I don’t even have to look at every little receipt. The system does it for me. I only deal with the ones that get flagged.”
Jade, Precision Air’s AP Manager, shared how transformative it was: “I just open OnBase, type in the job number, and everything I need is right there. No more email digging.”
Results: Time, Trust, and Tangible ROI
The impact on operations and leadership was immediate. The numbers speak for themselves:
- ⏱ 40+ hours/month reclaimed from Paul’s personal workflow
- 🔄 90% of invoices now processed automatically
- ✅99% fewer manual entry errors
- 💰 3x ROI realized within the first quarter, based solely on time savings
Maya, the AP Clerk, now reviews only 10% of invoices, those flagged for anomalies. And best of all? No more double payments, no more missed credits, and no more early-morning accounting triage.
“It’s been over a month since I’ve opened an invoice email,” Paul admitted. “And that’s a good thing.”
Beyond Automation: Operational Visibility and Strategic Insight
With OnBase now serving as the central repository for all invoices and statements, Precision Air has gained more than efficiency—they’ve unlocked real business intelligence. The newfound data visibility has opened the door to strategic reporting and operational oversight.
The team has since partnered with Savvy Source to build customized reporting dashboards that:
- Track profitability margin by job or vendor
- Identify missed or duplicate payments
- Determine warranty jobs and match to vendor reimbursements
- Surface extra materials that were purchased but not returned
- Track rebate opportunities and payment statuses
What started as AP automation is now becoming a full financial insight engine—positioning Precision Air for scalable growth, not just streamlined operations—driven by the same data they already had, just finally accessible and actionable.
“We’re not just faster—we’re smarter. And we can finally trust the numbers.”
Why It Worked: Start with Empathy, Build with Precision
This wasn’t just a software install. It was a co-built solution rooted in how Precision Air actually operated. We didn’t suggest replacing ServiceTitan or overhauling finance. We worked within their systems, cleaned up the mess in the middle, and gave them back control over their time and data.
Collaborative. Practical. Repeatable.
That’s what we do at Savvy Source.
Want to See the Impact for Yourself?
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