RPA-Implementation-in-Finance

Project Overview

The client relies on a cloud-based ERP system to manage critical business processes, including purchase orders (POs) and invoice handling. On average, the client processes over 3,000 invoices each month, received via email, often as attachments within ZIP files. These invoices must be categorized by company type and entered into the ERP system within a strict 24-hour SLA. Additionally, credit invoices require specialized handling.

  • Location USA
  • Industry Finance
  • Solution RPA Implementation
  • Technology Used Cloud-based ERP

Challenges

The primary challenge was the labor-intensive manual process for invoice data entry. Each operator spent approximately 10–15 minutes per invoice on data input and updates. Following this, the accuracy and validity of the data had to be manually verified, further prolonging the process and increasing the potential for errors.

Key Features

To overcome these challenges, we designed and implemented a robust automation solution using the Automation Anywhere A360 platform. The solution streamlined invoice processing through the following steps:

Invoice Retrieval and Storage

  • Automation bots automatically download invoice attachments from emails and save them in a specified folder on the client’s shared drive.

Data Extraction

  • Using AWS Textract, the bots extract invoice data and organize it into a structured CSV format.

Data Processing and Integration

  • Extracted data is uploaded to a Google Sheets master template via the Google API service.
  • The automation then utilizes GET and POST services to transfer data from Google Sheets into the client’s cloud-based ERP system efficiently.

4. Efficiency and Accuracy

  • The solution achieves a data entry accuracy rate exceeding 95%, reducing processing time to less than 3 minutes per invoice—a significant improvement over manual processes.

5. Scalability

  • Handles large volumes of data efficiently, supporting peak business activities without performance issues.

6. Notifications

  • Upon completion of the task, email notifications are sent to all relevant stakeholders, ensuring seamless communication and workflow visibility.

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