Automating the Accounts Payable

Invoice Process

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About the Client

For more than 60 years, this client has developed, manufactured, and marketed positive displacement pumps for companies around the world. Faced with an abundance of accounts payable invoice issues, Vee Technologies was tasked with creating automated invoices for pumps and materials received that were customized for each vendor.

Problem

On average, the client generated more than 500 invoices for various vendors daily, and the original process of invoice generation was designed to be 100% manual. To maintain this workload, the task required 24/7 attention from employees and enough resources to meet the demand. The team had established shifts so that the work could be completed efficiently and around the clock.

This operational workflow was not only cumbersome, but erroneous as well. During the invoice generation process, humans are prone to making mistakes. For instance, a flaw may occur while populating vendor details in the client application from purchase order reports. These errors may go unnoticed and create larger issues further through the process. Additionally, they noticed that certain vendors were being neglected, which had an impact on customer satisfaction.

Solution

Vee Technologies designed and developed Robotics Process Automation (RPA) bots to automate the process, increase efficiency, and reduce or eliminate clerical errors. After a two-month implementation phase that required thorough review and testing, the bot was implemented in the client’s environment.

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Result

Following the implementation of the bots, productivity increased while maintaining 100% accuracy. The need for multiple shifts of resources was no longer necessary and those resources were diverted to other parts of the organization. Additionally, invoices were generated and printed efficiently without the need for manual intervention requirements from any vendor.

Deploying RPA within the accounts payable invoice process offered significant process improvement while reducing operational costs. In doing so, Vee Technologies was able to create opportunity where there was once constraint.

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