The secret of success:

Precision Air Achieves Strategic AP Transformation with Savvy Source

Case Study | HVAC Services | Precision Air

The Challenge

Precision Air, an HVAC service provider in Vancouver, WA, faced a significant challenge in managing its accounts payable (AP) operations. Owner Paul Vynar routinely spent up to 40 hours per month manually processing invoices—validating charges, verifying transactions, and tracking payments. Despite utilizing ServiceTitan for field service management, the back-end financial processes were plagued by inefficiencies, resulting in double payments, missed credits, and vendor disputes. The root of the issue was a lack of integration and automation across critical systems.

Pain points

INVOICE OVERLOAD

Manual invoice validation consumed up to 40 hours each month.

PROCESS GAPS

No connection between field and financial systems caused inefficiencies.

COSTLY MISTAKES

Double payments, missed credits, and disputes were common.

LACK OF AUTOMATION

Outdated back-end processes slowed down operations.

The Solution

Savvy Source collaborated closely with Precision Air to deploy an integrated AP automation solution using OnBase, seamlessly connecting Gmail and ServiceTitan. The result was an intelligent, streamlined AP workflow tailored to Precision Air’s operational needs.

Invoice Capture

Automatic ingestion of vendor emails by OnBase

Data Matching

Logic-driven alignment of invoices to jobs, purchase orders, and technicians in ServiceTitan

Exception Handling

Only non-matching or anomalous invoices require manual review

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.

Notable outcomes

The implementation delivered immediate and measurable benefits, streamlining operations and enhancing financial visibility.

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hours/month eliminated from manual AP review

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of invoices processed automatically

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reduction in manual human errors

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Instant access to documents for reference and sharing

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return on investment from time savings alone

Beyond Automation: Enabling Financial Intelligence

With OnBase serving as a centralized repository for invoices and financial documents, Precision Air has transitioned from manual workflows to actionable insights. Savvy Source developed custom dashboards for the Precision Air Team

Monitor job profitability and vendor performance

The dashboards provide a real-time view of costs versus revenue for each job, helping the team quickly assess profitability. Vendor metrics are also tracked over time, enabling informed decisions about future contracts and supplier reliability.

Track warranty reimbursements and rebates

The solution maps each purchase to applicable warranties and rebate programs, allowing the team to follow up on eligible claims. This visibility ensures that reimbursements are received on time and no financial incentives are missed.

Detect duplicate payments and unclaimed credits

By consolidating financial data in OnBase, the system automatically flags potential duplicate invoices and overlooked credit opportunities. This reduces unnecessary spending and ensures every available credit is captured and applied.

Identify unused materials or discrepancies in purchasing

Inventory and purchasing records are cross-referenced to highlight items that remain unused or were purchased in error. These insights help eliminate waste, prevent overordering, and improve procurement accuracy.

6 Month Check In

Why It Worked

This success story was not just about implementing new technology; it was about strategic collaboration. Savvy Source engaged deeply with Precision Air’s team to co-develop a solution that fit seamlessly within existing workflows. By leveraging tools already in use and bridging the gaps with OnBase, Precision Air achieved operational control and financial clarity without overhauling its infrastructure.