AISIN: Digitization of Accounts Payable Invoice Approval in Microsoft 365 Integrated with SAP

AISIN EUROPE MANUFACTURING CZECH is part of the global AISIN Group, one of the world's largest automotive suppliers. The Czech manufacturing plant is among the company's major European production sites, specializing in the manufacture of high-precision components for leading global automotive manufacturers. Over the long term, it places strong emphasis on production quality, process efficiency, and the adoption of modern digital technologies supporting enterprise operations.

AISIN had long been seeking a way to reduce manual processing of accounts payable invoices, increase the transparency of the approval process, and improve document traceability across the organization. The objective was to replace paper- and email-based procedures with a digital solution integrated with the SAP system while respecting the company's internal processes.

Aricoma implemented a digital accounts payable invoice processing solution for AISIN based on the Microsoft 365 environment, utilizing TreeINFO for Microsoft 365, OpenText Capture Center technology, and integration with SAP.

The implementation encompassed not only the technical deployment of the system, but also the design and alignment of processes across the company's individual departments. The project required close collaboration between the client and vendor teams in defining requirements, configuring workflows, resolving integration with the SAP system, and gradually tailoring the solution to the company's specific needs.

During the project, it became apparent that certain requirements needed further clarification to strike a balance between out-of-the-box product functionality and custom modifications. The delivery also included changes driven by the ongoing development of the platform and related components, requiring additional coordination and effort on both sides. The rollout was therefore not merely a technical project, but also a significant transformation in the users' way of working and related processes.

The result is a digital accounts payable invoice processing flow based on Microsoft 365 integrated with SAP. The solution provides electronic registration of AP invoices, a managed approval workflow, traceability of document processing history, reduced reliance on paper documents, and improved oversight of invoice status and routing across the organization. Invoice digitization and automated data extraction are handled by OpenText Capture Center, while invoice registration, storage, and the approval workflow are managed by TreeINFO for Microsoft 365. The solution also includes integration with the SAP system and the Incoming Invoice Register (KDF).

The project confirmed that digitizing enterprise processes linked to ERP systems represents a complex change that requires not only an appropriate technical solution, but also sufficient time to align expectations, processes, and ways of working across individual teams.

The solution is now in live operation and represents a key component in digitizing administrative processes at AISIN. Aricoma also provides long-term maintenance, support, and further development. At the same time, the experience gained highlighted the importance of thorough project preparation, clear definition of responsibilities, transparent change management, and ongoing communication between the client and the vendor.