Lucerne University of Applied Sciences and Arts (HSLU) is the largest educational institution in Central Switzerland, serving over 8,000 students, 12,000 continuing‑education participants, and running hundreds of research projects each year. With operations spanning six departments, HSLU requires administrative processes that match its scale, quality standards, and commitment to continuous improvement.
HSLU’s accounts payable workflow was previously distributed across several locations, heavily paper‑based, and dependent on manual steps. Invoices circulated physically, approvals were inconsistent, and employees lacked a unified, digital way to process or track incoming documents.
The university set a clear goal: introduce a centralized, automated, and transparent AP workflow that would reduce administrative effort, eliminate paper, and ensure consistent governance. A modern, intuitive interface was essential to support staff and managers, while consolidating multiple invoice‑receipt addresses into a single, standardized entry point.
To achieve this, HSLU selected a solution from Xpert and implemented the module as the core of its new AP workflow.
The project began with cross‑department workshops to define requirements and map out technical and governance needs. Based on these insights, our team designed a tailored digital workflow that transformed the entire invoice lifecycle.
A modernized invoice process.
Full visibility into every step of the processing chain.
Accelerated throughput and stronger adherence to supplier payment terms.
Streamlined core workflows supported by system‑driven validation.
Intuitive interfaces and automation that reduce errors and ensure consistent accuracy.
Employees can code, approve, and review invoices from any device or location.
Thanks to the accounts payable workflow, our invoice processing now meets the requirements of a modern and flexible working environment.
Birgit Böhringer and Iwan Schnüriger
Project Manager Business Applications / Head of Accounting
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