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CASE STUDIES

How Mud Bay Cuts 40 Hours of Manual Work Every Week with DOKKA

About the Company

Mud Bay is a leading pet specialty retailer based in the Pacific Northwest, with more than 65 stores serving pet owners throughout Washington and Oregon.

Founded in the late 1980’s, the company has grown from a single neighborhood store into a trusted regional brand recognized for high-quality pet products, nutritious and wholesome pet food, and knowledgeable guidance for pet owners. A strong customer-first philosophy shapes the company’s approach, with a focus on offering not only products but also meaningful guidance and ongoing support for pet care.

A deep commitment to sustainability and community engagement is central to the company’s identity. Mud Bay sources products responsibly and promotes environmentally friendly practices across its stores. In addition to its physical retail presence, the company operates a robust online platform that allows customers to access products and educational resources.

As expansion continues and the store network grows, operational efficiency remains a top priority for Mud Bay. Finance, inventory, and supply chain processes are carefully managed to keep pace with ambitious growth plans and the evolving needs of customers.

About
Challenge
Solution
Biggest Wins

Quick facts:

  • Founded in 1988.
  • Headquartered in Olympia, Washington
  • 65 retail stores and a distribution center
  • 500+ employees with 7 people in the finance team

Challenge

For more than 20 years, Mud Bay’s accounts payable process relied heavily on manual work. 

With 65 retail locations and 150–200 active vendors, including major distributors delivering multiple times per week, the finance team was responsible for processing thousands of invoices every month. 

On busy days, dozens of invoices would arrive just from core distributors alone.

Each invoice required manual data entry into the accounting system, verification against purchase orders, coding, approvals, and physical filing. 

In fact, the workload was equivalent to roughly one full-time employee dedicated solely to invoice entry. 

During peak periods, the volume also created bottlenecks that slowed down payment approvals.

Paper-based workflows added another layer of complexity. Invoices were printed, stapled, and stored in filing cabinets for recordkeeping. 

Retrieving documentation meant physically digging through drawers, which became inefficient as the company grew. 

Accessing physical files was even more challenging during the Covid time, when remote and hybrid work became more common.

Last year, Mud Bay decided to transition to NetSuite. While the ERP provided broader functionality and scalability, the team quickly realized that entering high volumes of invoices directly into the system could still be slow and labor-intensive. 

They needed a solution that would integrate seamlessly with NetSuite, automate data capture, reduce manual entry, and modernize their approval workflows.5

“We knew we wanted to improve our existing process.

We needed a way for department heads and managers to review incoming invoices so there was full transparency and clear visibility into what was hitting their budgets.

We also weren’t interested in waiting five minutes for AI to scan each document, so speed became a major factor in our decision.

In nearly every demo we saw, performance mattered, and DOKKA was by far the fastest.“

-Rochelle Wu, AP manager at Mud Bay

Solution

To modernize and scale its accounts payable operations, Mud Bay implemented DOKKA as its AP automation platform alongside NetSuite.

The goal was not only to digitize invoices, but to fundamentally streamline how bills were captured, reviewed, approved, and posted.

From the beginning, the rollout was smooth and highly collaborative. DOKKA’s direct integration with NetSuite became a critical part of the solution.

Invoices are now automatically captured and read using OCR technology, with key data fields populated and ready for review.

Rather than manually keying in every line item, the AP team verifies and publishes invoices directly into NetSuite with just a few clicks.

Three primary AP users manage the bulk of invoice processing, while department managers and other stakeholders interact with the system mainly through approvals.

Features such as sticky notes and in-system communication have simplified collaboration.

Managers can quickly leave comments or approvals directly within the invoice workflow, without relying on separate emails or paper trails.

Centralized PDF storage added another layer of control and transparency.

Every invoice is stored digitally and linked directly within NetSuite, which makes retrieval almost instantaneous.

DOKKA also supported Mud Bay’s shift toward a semi-paperless environment.

While certain utility payments still require printed checks, the majority of invoices are now processed and archived digitally.

For Mud Bay, DOKKA did not just automate invoice entry. It introduced structure, speed, and visibility into the entire AP process.

Through automated data capture, seamless NetSuite integration, and collaborative approval tools, the company built a more efficient, scalable, and resilient accounts payable function.

“We’ve even met with other companies that were looking for a solution in NetSuite, and when we recommended DOKKA, they ended up purchasing and implementing it in their systems.

It’s an easy sell to an accounting team, especially when you talk about the pricing, the no-contract policy, and the ability to leave at any time.

I always tell them that having no contract shows how confident DOKKA is in their product.

If you’re not being locked in, you’re going to love it.

We truly enjoy using DOKKA, and it continues to be a fantastic experience for our team.“

- Brooke Cronin, Senior Accountant at Mud Bay

Biggest Wins

40 Hours Saved Per Week

DOKKA drastically reduced the need for manual invoice entry, saving the finance team an estimated 40 hours per week, which is equivalent to a full FTE. Tasks that once required hand-keying each invoice, double-checking entries, and physically routing documents through multiple approvers can now be completed in a fraction of the time.

Faster Invoice Processing at Scale

High-volume distributor deliveries, often occurring multiple times per week, used to create bottlenecks in the AP workflow. With DOKKA, automated invoice capture, OCR recognition, and streamlined approval processes allow invoices to move quickly and accurately through the system. Invoices are posted to NetSuite faster, reducing delays, preventing late payments, and allowing the finance team to keep pace with growing transaction volumes without adding additional headcount.

Paperless and Digitally Organized

Storing all invoices and supporting documents digitally within NetSuite eliminated much of the physical paperwork that previously filled filing cabinets and slowed down retrieval. A centralized repository ensures consistency, reduces the risk of lost documents, and provides the finance team with reliable, real-time access to every record, which is critical for a multi-location retail operation.

Optimized and Streamlined Workflows

The DOKKA implementation gave Mud Bay the opportunity to re-examine longstanding AP processes. Redundant manual steps, duplicate approvals, and unnecessary routing were removed, creating a leaner, more efficient workflow. This optimization accelerated invoice processing and ensured that each step in the process is meaningful and contributes to overall efficiency.

Remote Work Support

Cloud-based storage and digital approval workflows allow Mud Bay’s finance team to work effectively from any location. Team members can review, approve, and track invoices whether they are in the office or working remotely, maintaining operational speed and accuracy.

“DOKKA is incredibly fast, and it works seamlessly. The OCR performs exceptionally well. The speed at which I can verify and publish documents is excellent, and in my opinion, the system is extremely easy to use.

I showed my managers exactly what they needed to do, and their reaction was, “That’s it?”

All I asked was for them to put in a sticky note and confirm approval.

I handled the coding and everything else on my end. They were impressed by how simple it was. Everything is completely paperless, and everyone in our company has been thrilled with our decision to choose DOKKA. It’s been one of the best investments our business has made.”

-Rochelle Wu, AP manager at Mud Bay

Reclaim 40 Hours a Week
from Manual Work

See how you can save more than 40 hours a week with DOKKA’s AP and Close automation. 

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