75% More Efficient Accounts Payable With RPA
An unattended RPA bot automated invoice processing, reduced errors, and saved $75,000 annually for a high-volume AP operation.
At a Glance
The client needed to automate a high-volume invoice process involving thousands of invoices, multiple data fields, and repetitive manual validation and payment activities.
Industry
Business Process Services
Function
Accounts Payable
Solution
RPA Automation
Engagement
Business Process Management
The Client
The client is a CX management company providing Customer Lifecycle Management and Business Process Services across banking, financial services, insurance, telecom and media, manufacturing, retail, and government.
The Challenges
Making High-Volume Invoice Processing More Efficient
The AP team relied heavily on manual invoice processing, creating significant operational effort and making it difficult to scale the process efficiently.
Manual Invoice Processing Consumed Significant Time
A team of seven FTEs processed more than 4,000 invoices every month, with employees manually reviewing PDF invoices and extracting required information.
Invoice Formats Varied Across Suppliers
Every supplier could use a different invoice format, making conventional template-based automation difficult to implement and maintain.
Repetitive Data Entry Increased Operational Effort
Employees manually extracted supplier, invoice, tax, payment, and billing information before entering the data into the invoice processing system.
Long Processing Cycles Delayed Payments
The complete invoice extraction, update, and processing cycle took up to 25 days, limiting AP efficiency.
Automation Needed to Be Cost-Effective
A solution had to handle varying invoice formats without the high development and maintenance costs of complex rule-based or AI-based approaches.
Automate Repetitive Finance Operations
Streamline repetitive financial processes with automation designed around your existing workflows, systems, and operational requirements.
The Solution
An End-to-End RPA Workflow for Invoice Processing
Maruti Techlabs designed an unattended RPA workflow that automated invoice processing from data extraction through payment updates and status reporting.
The bot scanned invoices and extracted key information, including supplier name, invoice dates, GST and tax numbers, invoice amount, billing address, and description.
The bot scanned invoices and extracted key information, including supplier name, invoice dates, GST and tax numbers, invoice amount, billing address, and description.
The Journey
Manual to Automated
Business Outcomes
Faster, More Efficient Accounts Payable Operations
75% Higher Operational Efficiency
The automated AP process increased operational efficiency by 75%.
$75,000 in Annual Savings
Automation reduced the recurring operational cost associated with manual invoice processing, generating $75,000 in annual savings.
100% Reduction in Processing Errors
The automated workflow eliminated errors associated with manual invoice processing.
300 Man-Days Saved Annually
Automation freed approximately 300 man-days of manual effort each year.
Processing Time Reduced by 75%
Invoice extraction, updating, and processing were completed in 6.25 days instead of the previous 25-day cycle.
Five Employees Shifted to Higher-Value Work
Five of the seven employees previously dedicated to the process were reassigned to higher-value activities.
Conclusion
The RPA implementation reduced manual effort across the AP workflow while improving processing speed, accuracy, and scalability.
Tech Stack
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Frequently Asked Questions
The process was designed around invoice data extraction rather than relying solely on fixed invoice templates. This allowed the automation workflow to process invoices from different suppliers while extracting the required business fields.
The project required a practical and cost-effective approach for a repetitive, rules-driven process. The client determined that introducing a more complex AI solution would not provide sufficient cost benefit for the specific AP workflow.
The RPA workflow extracted invoice information, populated the required records, and updated invoice details in QuickBooks as part of the end-to-end processing flow.
A UiPath unattended bot executed the invoice processing workflow without requiring the seven-person manual team to perform each individual transaction. This enabled the process to operate at scale while reducing repetitive human intervention.
The workflow updated the master record with success or failure information for processed invoices. Automation reports and ongoing monitoring provided visibility into execution and helped identify areas requiring maintenance.