Key Results:
Same day supplier payment turnaround – down from 30 days
90% reduction in required resources – freeing staff for strategic initiatives
90%+ invoices straight-through processed – with no manual intervention
97% reduction in outstanding credit memos – unlocking $700,000 in savings
Seamless ERP transition to Oracle Cloud – without disrupting supplier connections
"Transcepta enabled our team to reduce the resources required to process invoices by 90%. Before, our team manually processed every single invoice, requiring three full-time employees and two student interns. Now, because the majority of our invoices are processed automatically, we only need one part-time person to manage the remaining manual work."
– AP Administrator, UC San Diego
About UC San Diego
UC San Diego is a top-10 public university in the U.S. and a global leader in research and innovation. The university is dedicated to educating future leaders, fostering a culture of collaboration, and driving economic and societal impact.
The Challenge
UC San Diego’s Accounts Payable (AP) team struggled with a highly manual, inefficient invoice process that resulted in:
- 27,000 invoices per month manually processed – requiring excessive staff resources
- Invoices arriving via postal mail – causing long processing times
- Manual data entry & approvals – slowing payment cycles
- Unmet supplier payment terms – delaying payments beyond the required 10-day window
- Lost cost-saving opportunities – inability to pay by virtual card
- AP team overwhelmed by supplier inquiries – due to lack of payment status visibility
With extra staff needed in the mailroom, multiple FTEs for processing, and inefficient email-based approvals, the university was unable to keep up with supplier demands. They needed a scalable AP automation solution to improve efficiency, reduce costs, and enable a seamless ERP migration to Oracle Cloud.
The Solution
- After a comprehensive vendor search, UC San Diego selected Transcepta to automate and streamline their AP processes.
- Seamless Supplier Onboarding – Transcepta digitally connected all suppliers, eliminating paper-based invoicing.
- AI-Powered Exception Handling – Automating invoice approvals and routing to the correct stakeholders.
The Impact
- Reduced AP approval time from 30 days to hours – enabling on-time supplier payments
- 90% reduction in required AP staff – freeing resources for strategic initiatives
- 97% decrease in outstanding credit memos – identifying and resolving inefficiencies
UC San Diego transformed its AP department from a manual, paper-driven operation to a fully automated, digital-first system—saving time, money, and resources.
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