The opportunity  

VTrips, a premier vacation rental management company, is known for delivering exceptional guest experiences by managing high-quality homes, condos, cabins, and other properties across the United States. With a rapidly growing portfolio and a commitment to providing quality management and first-class vacation rental home experiences, VTrips faced challenges with their traditional accounts payable (AP) process.  

The small AP team relied on a highly manual workflow that required every invoice to be entered manually, consuming significant time and resources. With just two full-time employees managing the end-to-end process, bandwidth was stretched thin, leaving little room to focus on other critical accounting responsibilities.  

Additionally, they lacked visibility into the complete end-to-end AP process, making it difficult to track invoices, monitor approval workflows, and ensure accountability. The need for a modern AP solution was clear, and Controller Stephen McCaskill sought a scalable platform to automate invoice processing, provide better visibility, and allow the team to focus on higher-value work.  

The solution  

After evaluating a shortlist of vendors, VTrips chose Vic.ai as their partner to transform their manual AP challenges and future-proof their processes. With Vic.ai's seamless integration into their ERP, Microsoft Dynamics 365 Business Central, VTrips has embraced the opportunity to leverage AI-first technology to drive more efficiency. Now, the VTrips team will benefit from:

Automated invoice processing: Vic.ai can ingest, read, extract, classify, and process invoices for approval, eliminating manual data entry. This will free up ample staff time, and allow the VTrips team to handle growing invoice volumes with ease.  

Enhanced visibility and transparency: The Vic.ai platform provides complete visibility of the end-to-end AP process, empowering VTrips to track key invoice processing metrics, identify workflow bottlenecks, and gain real-time insights into their financial operations. 

Time savings for strategic work: By automating tedious manual AP tasks, the VTrips team can redirect their focus toward higher-value accounting activities, such as financial analysis, vendor communications, compliance management, and strategic planning.  

Scalability to support growth: As VTrips continues to expand its property management portfolio, Vic.ai’s autonomous capabilities can handle increasing invoice volumes without needing additional staff. The platform ensures scalability without compromising accuracy or control.  

“Our team needed a solution that could allow us to focus on higher-value accounting work instead of spending so much time on manual invoice processing tasks. Vic.ai was the clear choice for its ability to automate processing, improve visibility, and scale seamlessly with our growth,” says McCaskill.

Learn more about VTrips.

Learn more about the Vic.ai autonomous finance platform.