Transport & Logistics Finance & Accounting

Automating the verification of foreign invoices at a roadside assistance company

Hundreds of invoices come in daily at the Accounts Payable department. All of these invoices have to be checked manually, leading to extremely high workloads. We implemented an RPA solution that automatically verifies invoices. This realized a significant reduction in errors, workload and costs.

Use case

Every day, the Accounts Payable department of a roadside assistance company receives hundreds of invoices. These invoices contain bills that customers incurred at one of the foreign sister companies. In order to process an invoice, an employee reads an Excel file containing all information. Next, this employee validates the type of contract in a web application. From this web application, it becomes clear whether the invoice has to be paid or not. Afterwards, the status can be updated and added to an online database.

Hundreds of invoices come in daily and all of them had to be checked manually. This makes the process time consuming and prone to errors. Since the amount of invoices exceeds the maximum workload, not all invoices were checked. Instead, invoices were judged based on one sample from a whole set of invoices. As a result of this workload and time shortage, invoices that should not be paid are paid.

Applied technologies
1 week delivery time

1

Months to ROI

8462

Hours save annually

100%

Error reduction

100%

Of effort automated

Our solution

We used RPA technology to create a digital workforce to automate the verification of foreign invoices. Our goal was to fully automate the process, reduce the workload of the Accounts Payable department and create a solution that is less sensitive to human error. Our robot is built to perform the following tasks:

  • read Excel files containing invoices
  • validate invoice contract in the web application
  • update status in database
  • report status update to the customer

Our robot is able to fully automate the process and save over 8462 hours on a yearly base. This significantly reduces the workload of the workers. In addition, due to the standardized way of working of the RPA robot, we achieved a 100% error reduction.

Our RPA robot offers a solution that is effective, efficient and reliable. Workers can stop wasting time on manually checking invoices and refocus on work that matters.

Integrated applications

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