Accounts Payable Automation Solution

GLWA seeks a solution that reduces manual processing, increases accuracy and processing speed, enhances [TE8.1]supplier satisfaction, and positions the AP team to move from transactional work to exception management and analytic tasks. Proposals should demonstrate both functional capabilities and the proposer's approach to implementation, security, support, and long-term scalability. Proposer's response to this RFP must address the following functional and technical capabilities: a) Email and Document Intake Automation • Automatically ingest and classify AP related emails and attachments from the designated AP inbox • Support high accuracy AI powered data extraction from a wide range of supplier invoice and statement formats. b) Invoice Processing and Workday Integration • Integrate securely with Workday via API and/or file transfers. • Populate invoice data into Workday, including line level purchase order matching. • Support variable, supplier specific business rules for automation and routing. • Enable automated updates to Workday workflows based on business process approvals. c) Supplier Statement and Inquiry Automation • Reconcile supplier statements against invoice and payment data. • Prepare responses to supplier inquiries and discrepancies using AI based classification and knowledge extraction. d) Reporting, Auditability, and Performance • Provide transparent audit trails with detailed logs, extracted data, processing actions, and decisioning history. • Provide reporting tools supporting metrics such as auto classification rates, manual effort reduction, invoice processing time, and the number of supplier inquiries managed through automation. e) Security, Compliance, and Data Privacy • Ensure secure handling and storage of financial data in alignment with organizational information security policies and regulatory requirements. f) Implementation and Support Requirements • Ability to configure the solution for 500 initial suppliers. • Provide implementation assistance including configuration, integration, testing, and training for GLWA staff. • Ongoing supplier support for maintenance and continuous improvements. • Alignment with constraints including limited IT implementation resources and the need for effective organizational change management.