Engineering company streamlines accounts payable (AP) process

Client background

The client is an engineering company that operates nationally. 

The business challenge

The engineering company sought to streamline its accounts payable (AP) process to reduce manual effort and improve overall efficiency. Baker Tilly implemented a solution that automated several critical steps in the AP process, leveraging UiPath’s Document Understanding (DU) and Optical Character Recognition (OCR) / Intelligent Character Recognition (ICR) technology.

Before the implementation of automation, the engineering company encountered several challenges with its AP process:

• Time-consuming manual data entry: The AP process relied heavily on manual labor, resulting in inefficiencies.
• High error rates: Manual data entry was prone to errors, which led to financial discrepancies and delays in processing.
• Delays in payment schedule: The manual nature of the process often caused delays in scheduling and processing payments, affecting cash flow and vendor relationships.

Strategy and solution

Baker Tilly provided a tailored automation solution using UiPath’s Document Understanding (DU) and OCR/ICR technology. The solution included:

• Automatic data extraction from invoices: Capturing key information like invoice numbers, dates and amounts with high accuracy.
• Integration with the ERP to automate voucher creation: Minimizing the need for manual input and reducing errors.
• Automated approval workflow: Email notifications were sent to AP supervisors for quick approval, streamlining the overall approval process.
• Automated payment scheduling: After approval, vouchers were posted and payments were scheduled automatically, ensuring timely execution and improving overall efficiency.

The automation of the AP process brought several significant benefits to the engineering company:

• Reduction in manual effort: Automation significantly reduced the time and effort required for manual data entry and processing.
• Improved accuracy: The use of DU technology minimized errors in data entry, leading to more accurate and reliable financial records.
• Faster approval times: The automated workflow accelerated the approval process, reducing delays and ensuring that payments were made on time.
• More efficient use of finance personnel time: Automation allowed finance staff to focus on higher-value tasks, increasing productivity and employee satisfaction.
• More efficient payment scheduling: The automated system ensured that payments were scheduled and processed efficiently, improving cash flow management.

The automated AP process resulted in a 75% reduction in processing time and error rates dropping to almost zero. The engineering company praised Baker Tilly’s solution for transforming its AP operations, allowing staff to focus on higher-value tasks and strategic initiatives. This project showcases the powerful impact of automation in improving efficiency, accuracy and operational excellence.