Boosting Efficiency with Automated Invoice Management System

This case study highlights how a logistics company automated its manual invoice entry process using Robotic Process Automation (RPA)

By implementing RPA, INTECH AI experts addressed client staffing shortages, reduced manual errors, and achieved operational continuity, even during a health crisis—like the COVID-19 pandemic.

The client is a mid-sized logistics company specializing in freight forwarding and supply chain management.

With operations spanning North America and Europe, the company relies heavily on its Oracle ERP system to manage financial and operational processes, including invoice handling for hundreds of vendors.

Manual invoice entry posed several operational challenges, compounded during the COVID-19 pandemic:

1. Staffing Shortages:

With limited personnel available, businesses struggle to manage the increased workload associated with manual invoice entry, resulting in processing delays and reduced productivity.

2. Error-Prone Processes:

With fewer resources to handle manual entry tasks, there is a higher likelihood of errors, including data entry mistakes, misplaced documents, and delayed processing, leading to financial discrepancies and customer dissatisfaction.

3. Lack of Continuity:

Manual invoice entry heavily relies on specific individuals, making it vulnerable to disruptions caused by illnesses, remote work arrangements, or unexpected absences, jeopardising the continuity of essential financial operations.

These challenges hindered the client’s ability to process invoices efficiently and meet payment deadlines, affecting vendor relationships and financial reporting accuracy.

INTECH implemented a tailored RPA solution using UiPath and Microsoft Form Recognizer to automate invoice entry into the Oracle ERP system. 

The automation eliminated manual handling, ensuring accurate and efficient processing of invoices from multiple vendors.

1. Requirement Analysis:

INTECH collaborated with the client to understand the invoice entry workflow, identify pain points, and define automation objectives.

2. Bot Development:

Using UiPath, a custom bot was developed to handle email monitoring, data extraction, and ERP integration. Microsoft Form Recognizer was configured to parse unstructured invoice formats effectively.

3. Workflow Configuration:

The automation workflow was designed to align with the client’s business rules, ensuring data consistency and compliance with financial regulations.

4. Testing & Validation:

Rigorous testing was conducted using real invoice samples to validate data accuracy and workflow reliability.

Exception scenarios were simulated to ensure the bot handled errors effectively.

5.Deployment and Training:

The solution was deployed in the client’s production environment with minimal disruption to ongoing operations.

Training sessions were provided to the client’s staff for monitoring the automation process and handling exceptions when necessary.