All My Children Daycare Streamlined Invoice Workflows and Achieved Audit-Readiness with Tipalti Accounts Payable

The Challenge

Manual Inefficiency and Audit Pressures

Operating as a $50 million non-profit with over 20 locations across New York and Pennsylvania, All My Children Daycare and Nursery School faced significant challenges managing its accounts payable (AP) processes. The organization’s reliance on a manual, Smartsheet-based system lacked structured workflows, which created inefficiencies and made it difficult to meet the stringent documentation requirements imposed by the New York City Department of Education (DOE). 

The absence of automation resulted in invoices frequently falling into a “black hole,” with no clear visibility into their status or who needed to take action. This led to severe backlogs, with transaction inefficiencies hindering timely billing and compliance and creating unnecessary stress and operational bottlenecks.

The Solution

AI-Powered Invoice Management with Tipalti

To address these challenges, All My Children Daycare and Nursery School implemented Tipalti’s AI-powered invoice management system, which automated and centralized their accounts payable processes. The organization selected Tipalti for its ability to streamline invoice coding, approval workflows, and vendor payments. The system intelligently learns recurring expenses, which automatically codes around 90% of invoices correctly. This feature alleviated the burden on facility directors, who previously struggled with complex accounting tasks, and ensured a consistent, efficient process across all locations.

Tipalti also introduced robust ACH payment functionality, drastically transforming vendor transactions. With improved transparency, stakeholders can now track invoice progress in real time, identify bottlenecks, and communicate through Tipalti’s integrated messaging system, significantly enhancing operational clarity and efficiency.

The Result

Streamlined AP Operations and Audit Readiness

By adopting Tipalti, All My Children Daycare and Nursery School achieved remarkable operational improvements and audit readiness. The organization eliminated an 18-month backlog in transaction recording and now maintains a 30-day invoice cycle. Standardized invoice intake and payment scheduling create predictable timelines for both management and vendors. This structure not only streamlines operations but also meets the stringent documentation requirements of the New York City Department of Education. The automation of accounts payable processes allowed All My Children Daycare and Nursery School to reduce full-time AP staffing to less than one full-time equivalent. Freed from tedious tasks, the finance team now efficiently responds to audits, boosting confidence and ensuring compliance across their 20+ locations.