Operations & Shared Services

Shared-service and operations teams process the documents nobody else wants to own. Volume is variable, formats change by country and supplier, and exceptions consume the time that should go to throughput.

Staple AI automates the variable first-mile work: ingestion, extraction, validation, and reconciliation, so operations teams handle real exceptions instead of routine data entry.

The Throughput Problem in Shared Services

Teams process invoices, receipts, statements, and delivery documents across countries, languages, and systems. Every new entity adds volume, formats, and rules. Hiring scales linearly with volume, but the budget does not. Accuracy drops when people rush, and errors discovered downstream cost more to fix than preventing them at the source.

How Staple Changes the Operating Model

One Queue for Real Exceptions

Clean items flow through automatically. Only genuine exceptions reach a reviewer, with the evidence needed to resolve them. Context-based extraction reads what a field means, not where it sits. A layout never seen before still extracts correctly, without templates to build per supplier.

Line-Item Reconciliation Across Sources

Cross-source reconciliation matches across up to 10 related sources simultaneously at line-item level. Two-way, three-way, and N-way matching with fuzzy matching for entity-name variance ("ABC Corp Ltd" vs "ABC Corporation Limited"), configurable tolerances, and handling for partial payments, short payments, and unapplied credits.

Multilingual Processing Without Separate Tools

Documents across 300+ languages process through the same pipeline. Native support for Bahasa, Chinese, Korean, Thai, Vietnamese, and Japanese, including handwriting and rubber stamps. Cross-language matching means an invoice in one language reconciles against a PO in another.

Classification and Routing by Content

Automatic classification identifies document type by content, not filename, and splits mixed document packs while preserving relationships between related documents. Queue rules apply validation, set-values, and routing after scanning.

Self-Serve Reporting

Staple Analytics provides self-serve dashboards with document status, volumes, accuracy, and processing time. Chart builder, drill-down, date presets, export as CSV or XLSX. Scheduled email subscriptions (daily, weekly, monthly) deliver reports to the team without logging in. Row-level security ensures two viewers of the same dashboard see only the data relevant to their scope.

Results from Operations Teams

Big 4 professional services firm: 10,000 documents per person per day for a global telecom client, with cross-document matching and discrepancy flagging.

foodpanda ($10.5B revenue, 15,000+ employees, 11 countries): 750,000+ documents a year across 5 languages, three-way matching against POs and GRNs, 97.99% accuracy, absorbed volume growth with no additional hires.

Global construction leader (Singapore): 5,000 to 8,000 documents a month across 12 sectors, invoices and delivery orders with stamps, handwriting, and unstructured tables, 99.34% accuracy, 65% processed with no correction, 70% processing time reduction.

Staple does not replace your ERP or your review process. It eliminates the manual data entry between document arrival and system posting, and surfaces only the items that need human judgment.

See It on Your Own Documents

Bring the documents that break your current process and see how Staple handles them, live.