Sand's Commercial Floor Covering | Scaling Accounts Payable with Intelligent Invoice Automation

Building a More Efficient and Scalable Invoice Process with Adagio and InvoiceAction

Client Overview: Sand's Commercial Floor Covering — Delivering Complete Commercial Flooring Solutions Across Canada

Headquartered in Markham, Ontario, Sand's Commercial Floor Covering has been providing commercial flooring products, installation, and maintenance services for more than 50 years. As an independent Canadian-owned organization, the company delivers a comprehensive approach to flooring projects across corporate, healthcare, education, and retail environments.

By combining product supply, installation, and long-term maintenance services, Sand's has built a reputation for quality workmanship, customer service, and environmentally responsible business practices.

Managing multiple entities and supporting high project volumes also means processing a steady stream of vendor invoices and project-related documentation. As the organization continued to grow, manual accounts payable processes were becoming increasingly difficult to scale while maintaining efficiency and accuracy.

Since September 2022, Sand's has relied on Artsyl InvoiceAction, powered by the docAlpha Intelligent Process Automation platform, to modernize and streamline invoice processing operations integrated directly with Adagio.

Managing Growth Across Multiple Companies with Existing Resources

As Sand's Commercial Floor Covering expanded its operations, the accounts payable team faced the growing challenge of processing invoices across multiple companies while maintaining accuracy and controlling workloads.

Before adopting InvoiceAction, every invoice required manual entry into Adagio. Invoice numbers, dates, taxes, project information, and amounts had to be entered by hand, making the process time-consuming and heavily dependent on staff resources.

Today, Sand's processes approximately 600 invoices each month. According to the company, maintaining that volume across multiple entities without automation would have required additional personnel.

"We would have had to hire an additional person, possibly two to keep up with the volume." - Maria DeGirolamo, Accounts Payable, Sand's Commercial Floor Covering

Instead, InvoiceAction enabled a single user to manage invoice processing across multiple companies while maintaining productivity and accuracy. The organization was able to scale operations using existing resources without adding headcount.

Perhaps the most striking example came when Maria described returning from time away from work. In the past, recovering from accumulated invoices would have required weeks of effort. Today, she can catch up in approximately two days.

"It takes me about two days to catch up by myself. If I did not have DocAlpha, it would probably take me a couple of weeks."

As a result, time previously spent on repetitive data entry can now be devoted to higher-value activities.

"It saves me an abundance amount of time."

Learning Technology That Improved with Everyday Use

As Sand's Commercial Floor Covering worked to streamline invoice processing across multiple companies, one of the features that stood out most was InvoiceAction's ability to continuously learn from incoming invoices.

Rather than relying on fixed templates, the system gradually recognized vendor-specific layouts and remembered where key information appeared on each document. As invoices continued to flow through the system, InvoiceAction became increasingly familiar with supplier formats, reducing the amount of user intervention required over time.

According to Maria DeGirolamo, the platform's learning capabilities quickly became one of its greatest advantages.

"It is a learning system. It learns where the vendor’s name is located, where the tax is located, where the dates are located, etc., it continues to try to remember each time it identifies the vendor and the positioning of the pertinent information."

For a company processing invoices across multiple entities, this ability to adapt and improve helped create a more consistent and efficient process while minimizing repetitive work.

While no automation platform is entirely without exceptions, Maria noted that InvoiceAction has continued to improve over time and described the solution as "almost perfect”.

A Successful Project Built Through Collaboration

Implementing InvoiceAction was not simply a software deployment. The project brought together multiple teams, including Artsyl, Canon, Smarter IT, Adagio specialists, company leadership, and the accounts payable department.

Working collaboratively, the teams refined the process and addressed questions throughout the implementation period. According to Maria, the overall experience exceeded expectations.

"It was an excellent experience."

She also highlighted the responsiveness and accessibility of the people involved in the project.

"Your team was very attentive, informative, and available whenever there were questions."

For Sand's, the implementation established a foundation for a solution that would continue delivering value for years to come.

Nearly Four Years of Daily Use and Exceptional Support

Since becoming an Artsyl customer in September 2022, InvoiceAction has evolved from a new technology initiative into an essential part of daily operations.

Maria credits the support organization as one of the factors that contributed to the long-term success of the project.

"The support has been absolutely exceptional."

Whenever questions arose, assistance was provided quickly, allowing work to continue without disruption.

"I would send an email and get a response within about 15 minutes. There was little to no wait time."

After years of continuous use, the company continues to rely on the platform every day with a high degree of confidence. Encouraged by the results achieved so far, Sand's is already exploring opportunities to expand automation capabilities and further enhance its invoice processing operations.

Becoming an Essential Part of Daily Operations

For Sand's Commercial Floor Covering, the value of InvoiceAction extends well beyond faster invoice processing.

The solution has enabled the organization to support multiple companies with existing resources, avoid additional hiring, and free employees to focus on more meaningful work. Over time, InvoiceAction has become deeply embedded in the way the AP team operates.

According to Maria, it is difficult to imagine performing the job without it.

"I couldn't do this job on my own without it."

She also credits the solution with significantly improving workflows and creating more time for other responsibilities.

"It's improved our workflow immensely and it's freed up time for us to work on other things."

After nearly four years of daily use, Maria's assessment remains unequivocal.

"One of the best things that I have ever worked with. I would definitely recommend it 100%."

From Project to Trusted Platform

After nearly four years of daily use, InvoiceAction has become an indispensable part of Sand's accounts payable operation. The company continues to rely on the platform every day, and according to Maria DeGirolamo, it remains "one of the best things" she has ever worked with. Having experienced the benefits firsthand, she actively recommends the solution to others and views Artsyl as a trusted long-term technology partner.