Enhancing invoice processing efficiency with RPA

Client background

The client is a professional services firm headquartered in Ohio. Like many organizations, they faced challenges in their accounts payable (AP) department. With a monthly influx of over 1,000 invoices, the inconsistency and inaccuracy in the invoice content became a significant concern. This inconsistency required hours of human intervention to resolve questions and fill in the missing information, leading to inefficiencies and potential errors.

The business challenge

Every month, the client dealt with a barrage of invoices, many of which were inconsistent, inaccurate or incomplete. This inconsistency was not just a minor inconvenience; it represented a significant operational challenge. Each problematic invoice required manual intervention, leading to delays, potential errors and inefficiencies. The need for a more streamlined and consistent AP invoice induction process was evident.

Furthermore, the challenge was not just about streamlining the process but also ensuring consistency in the invoices received. The client recognized the need for a mandatory vendor template for invoice submissions, which would ensure that all invoices adhered to a standard format and contained all the necessary information.

Strategy and solution

Baker Tilly proposed an AP invoice induction bot that would vet invoice submissions, ensuring that the client's invoice template was used and that all information was complete. Once the bot verified the invoice's adherence to the template and its completeness, it would then scrape the necessary data and process it in accordance with the client's business rules.

The solution was designed to be flexible and future-proof. With the client in the process of migrating to Vantagepoint and implementing a solution from Deltek partner EleVia, the automation process was still in the developmental stages. Discussions were ongoing about whether the bot would populate Vantagepoint directly or integrate with the EleVia solution. This flexibility ensured that the automation solution would remain relevant and effective, regardless of the systems and solutions the client chose to implement in the future.

The introduction of the mandatory invoice template was a game-changer. By ensuring consistent submissions with all relevant information, the time spent tracking missing information was significantly reduced. This consistency not only streamlined the AP process but also reduced the potential for errors and discrepancies.

Furthermore, the solution's flexibility was a significant advantage. Whether integrating with other Deltek partner solutions or interacting directly with Deltek software, the automation solution could adapt and deliver consistent results. This flexibility ensured that the client would continue to benefit from the automation solution, even as their systems and processes evolved.

The success of this project was evident and the client saw the potential for further automation. They identified many other processes that could benefit from automation once the initial processes were successfully implemented. This forward-thinking approach promises to bring even greater efficiency gains in the future.

The collaboration between the client, Baker Tilly and UiPath represents a significant step forward in AP invoice processing. By addressing the challenges of inconsistency and inaccuracy, the client has not only streamlined their AP process but also laid the foundation for future automation initiatives.