Precision Air Case Study
Turned a 100-hours-per-week manual grind into an exception-only AP flow, tickets captured at the source, invoices matched automatically, and clean approvals pushed to ERP.
Company Profile
Customer: Precision Air
Location: Vancouver, WA
Industry: Residential and Commercial HVAC Services
OnBase Integrations: Gmail, ServiceTitan, QuickBooks
Departments Using OnBase: Finance, Operations
The Challenge
Precision Air struggled with AP that ran on manual effort, Owner spent up to 40 hours each month approving invoices, validating charges, and tracking payments. Even with ServiceTitan for field operations, disconnected back-end finance created blind spots that led to errors and delays.
Excessive Manual Workload – Owner time tied up in approvals, charge validation, and reconciliations.
Costly Errors – Double payments, missed credits, and vendor disputes.
Poor Visibility & Connectivity – ServiceTitan wasn’t linked to back-end finance, leaving gaps across critical systems.
We spent a lot of time hunting through email for invoices. We haven’t had issues like that for a while.
pain points
Before automation, the AP process lived in inboxes, spreadsheets and memory. Disconnected tools, manual checks, and bottlenecked approvals slowed everything down. Business financials were visible but laborious to extract and act on efficiently.
Invoice Overload
Process Gaps
Costly Mistakes
No Visibility
The Solution
Savvy Source replaced Precision Air’s email-driven AP with an OnBase workflow that captures vendor invoices directly from Gmail and integrates with ServiceTitan. Invoices are read, matched to jobs/work orders/POs, and when they 3-way match, they’re auto-approved, queued for statement reconciliation, and sent to payment.
Exception Handling – Missing POs, price variances, or potential duplicates are automatically flagged for review.
End-to-End Traceability – Every action is logged with a complete audit trail.
Instant Retrieval – Invoices are searchable by job number, work order, PO, vendor, or amount.
Step 1
Invoice Capture
Automatic ingestion of vendor emails by OnBase.
Step 2
Data Matching
Logic-driven alignment of invoices to jobs, purchase orders, and technicians in ServiceTitan.
Step 3
Exception Handling
Only non-matching or anomalous invoices require manual review.
Step 4
Document Retrieval
Fast, indexed access to invoice data by job number or vendor.
The Results
The implementation delivered immediate and measurable benefits, streamlining operations and enhancing financial visibility.
HOURS
A Month Eliminated From Manual AP Review
PERCENT
Of Invoices Processed Automatically
PERCENT
Reduction In Manual Human Errors
PERCENT
Instant Access To Documents for Reference and Sharing
ROI
Return on Investment from Time Savings Alone
Beyond Automation: Enabling Financial Intelligence
What started as AP automation now powers financial intelligence. Automation created clean data, and OnBase dashboards turn it into live insight. Pulling from the central repository, Precision Air tracks invoices end to end, surfaces issues early, and makes better decisions on cash, rebates, and purchasing. Tasks that once took minutes, like finding model and serial numbers for warranty or rebate entry, are now instant. Value compounds beyond the initial project and now reaches across the business.
Clean Data, Clear Decisions
OnBase gives Precision Air a single source of truth for AP with clean data that updates in real time. Dashboards surface what needs attention and what drives value, from duplicate prevention to credit capture to cash forecasting, so decisions are made on today’s numbers. The team decides in the moment, resolves issues quickly, and controls cash far more effectively.
Warranty And Rebate Control
Dashboards tie each purchase to customer and job data in ServiceTitan, resulting in instant matching and easy submittal for warranty or rebate programs. Eligible claims, required documents, and deadlines are surfaced automatically. Recovered dollars and claim status are tracked by vendor, job or customer.
Pay Once, Not Twice
Consolidated data compares invoice numbers, amounts, POs, and dates to flag likely duplicates before posting. Vendor statements and credit memos are matched to open invoices so no credit is missed. Finance sees credits by age and vendor in a single view.
Payment Verification Dashboard
The dashboard reconciles paid invoices and payment batches from ServiceTitan with QuickBooks ledgers and bank deposits. Exceptions are highlighted immediately, including missing postings, amount or date differences, wrong customer coding, duplicates, and unapplied credits. In the first months it caught miscoded payments, missed credits to customers, and duplicate customer payments.
Why It Worked
Built for Precision Air
This wasn’t a template. We designed the workflow around how Precision Air actually runs AP. OnBase connects their Gmail, ServiceTitan, and QuickBooks, applies their rules, and only pulls people in when something needs attention. The result is speed, control, and clarity that match their day to day.
Built around their process
Invoices ingest from Gmail and match to ServiceTitan jobs, POs, receipts, and customers. Approvals follow Precision Air’s roles.
Rules tuned, exceptions only
Invoice review automation logic reflects how their books are managed. About 95 percent of invoices flow straight through, cutting review time from over 40 hours per month to 5 to 10 minutes a week.
Live insight and control
Dashboards surface duplicates, vendor credits, cash needs and verify that ServiceTitan payments post correctly to QuickBooks. Instant retrieval and a full audit trail keep spend on track.
I realized the system is doing everything on its own, now I don’t have to wake up in the morning, and have something to stress about.
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