Distribuidora MM: from manually recording invoices to processing 2,675 in a year with Xtract

The context

Distribuidora MM is a Colombian business group that runs three companies at once: distribution, perfumery, and technology. Its accounting team — led by Yesenia Vargas — was responsible for managing invoices for all three, all running on SAG® ERP, the management system developed by PYA.

PYA has spent more than 30 years supporting mid-sized companies in Colombia with accounting solutions. When they started seeing their clients lose too much time on manual invoice entry, they looked for a solution that would integrate with SAG® ERP without forcing them to change anything. That's how they found Xtract, and how Xtract found Distribuidora MM.

How they used to work

The process was manual from start to finish. For every invoice that came in, someone on the team had to:

• Find and download it
• Review and classify it
• Enter it into SAG® ERP field by field

Each invoice took around 8 minutes. With the volume from three active companies, that added up to hours of repetitive work every day — and information that always arrived late.

"This process consumed a significant amount of time and made it difficult to keep information up to date." — Yesenia Vargas, Accounting Assistant · Distribuidora MM

What changed

PYA integrated Xtract directly with the group's SAG® ERP. No system migration, no infrastructure changes, no long learning curves. The accounting team started processing invoices in around 1 minute each.

Nothing that already worked had to be replaced. Xtract joined the existing process and eliminated the most time-consuming part: manual entry.

"Automation allowed us to reduce the handling of physical documents and considerably speed up registration times, letting us do in minutes what used to take hours." — Yesenia Vargas, Accounting Assistant · Distribuidora MM

One year later

Over the past 12 months, the team processed 2,675 invoices through Xtract. Calculated at the old pace, that would have meant more than 356 hours of manual work — just typing in data.

With Xtract, that same volume was handled in approximately 45 hours. More than 310 hours freed up for tasks that actually require human judgment.

The dashboard also shows 1,768 invoices booked automatically and 3,020 API requests over the period — all without manual intervention.

"Today we have more timely information, more efficient processes, and a much more organized operation. Xtract has undoubtedly been a strategic partner in modernizing our accounting management. We appreciate their support and excellent service." — Yesenia Vargas, Accounting Assistant · Distribuidora MM SAS