Industry: Accounting

Annual invoice volume: 36,000

ERP: NetSuite

The impact with Vic.ai: Outsourced accounting leader now processes invoices 84% faster with 95% accuracy.

As the industry leader in Accounting as a Service (AaaS) for venture-backed startups, countless companies have tested Countsy's dynamic system. Countsy delivers a unique combination of on-demand CFOs and streamlined technologies. Freeing CEOs from back-office management allows founders and executives to focus on what matters most: delighting customers, perfecting solutions, and accelerating growth.‍

Challenge: Meeting the speed and scale of high-growth clients

As a tech-forward firm specializing in outsourced accounting and CFO services for startups, Countsy manages accounts payable (AP) across hundreds of high-growth clients. Each month, their team processes up to 3,500 invoices, many of which were once coded manually — taking roughly 5 minutes per invoice, or 300 hours monthly.

Before Vic.ai, we had no reliable data to help us measure processing speeds. Now we can see the average processing time per invoice, broken down per employee. This gives us the ability to enhance employee engagement to drive technology adoption.
- Colman Edwards, Director of Technology

Manual invoice processing was not only time-consuming but also unsustainable given the speed and scale at which Countsy’s clients operate. Clients expect fast turnaround, especially during month-end close, and the firm needed a scalable solution to maintain service quality without overloading staff or sacrificing profitability.

“Processing invoices is a labor-intensive task, and finding skilled resources is a challenge today,” said Colman Edwards, Director of Technology at Countsy. “We’re always looking for tools that allow us to do more, faster — and smarter.”

Solution: AI-powered automation for consistent, touchless, and scalable AP

Countsy, one of Vic.ai’s earliest pilot partners, adopted Vic.ai’s AI-powered platform to automate invoice ingestion, coding, and approval workflows. The firm relies on a standardized stack — NetSuite for accounting, with Bill.com and Expensify for payments and reimbursements — allowing for seamless integration across platforms.

“Having the same tools across all of our clients is important to maintain consistency for our staff,” Edwards explained. “Whether someone is out sick or a new accountant joins our team, anyone can jump in knowing the tools and understanding any given client’s chart of accounts.”

Automating the ingestion and coding of invoices have proved to be a huge time saver. We’ve seen an 84% decrease in processing time per invoice. It used to take our team 4-5 minutes per invoice, and now our average time per invoice is under 2 minutes.
- Colman Edwards, Director of Technology

By shifting the workflow from manual entry to AI-assisted review, Countsy’s accountants now delegate invoice data entry to the Vic.ai platform. The AI predicts GL dimensions — such as cost account, department, and location — with up to 95% accuracy. This level of precision significantly reduces manual intervention and improves consistency.

“We’ve seen an 84% decrease in processing time per invoice,” said Edwards. “It used to take our team 4–5 minutes per invoice, and now our average is under 2 minutes.”

The rollout process is also fast and efficient: “Getting a client up and running [on Vic.ai] is really fast,” Edwards added. “I can get a new client set up within two weeks — or faster with an accelerated request.”

Results that matter: 95% processing accuracy with 78% on Autopilot

Since implementing Vic.ai, Countsy has transformed its AP operations and increased both efficiency and scalability. Today, 78% of invoices are processed entirely on Autopilot, requiring no human input, and coding accuracy has reached 95%, reducing the need for corrections and rework. Processing time per invoice has also dropped dramatically to under 2 minutes. That time savings translates to hundreds of hours each month that can now be spent on higher-value client work.

Before Vic.ai, we had no reliable data to help us measure processing speeds. Now we can see the average processing time per invoice, broken down per employee.
- Coleman Edwards, Director of Technology

Access to real-time processing insights has also been a game changer for the firm to make operational improvements and upskill AP team members. “VicAnalyticsTM gives us the ability to enhance employee engagement to drive technology adoption. Before Vic.ai, we had no reliable data to help us measure processing speeds. Now we can see the average processing time per invoice, broken down per employee. This gives us the opportunity to pair slower processors with an efficient accountant to provide mentorship and increase efficiency across the board,” Edwards says.

Our accounting staff [delegates] the manual data entry of invoice processing to Vic.ai, so each accountant can process more invoices faster. This enables us to take on more clients, while also increasing our profit margins.- Mairtini NiDhomhnaill, Founder

For Countsy, the biggest win is scalability. As their clients grow and invoice volumes increase, the firm no longer needs to add proportional headcount. Instead, they’re expanding client service while protecting their team’s workload and margins, while leveraging leading technology. “As a tech-forward accounting firm, we are thrilled to have Vic.ai as part of our tech stack. Implementing autonomous AP has made us more efficient and provides us comfort as our clients grow their businesses quickly and increase invoice volume,” says Mairtini NiDhomhnaill, founder. “We're now able to handle an influx of invoices without adding tons of manual work to our accounting staff's plate.”
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