At an industrial service company, invoicing clients in the scaffolding industry takes up a significant amount of time for the workers. In order to submit a single invoice, workers have to provide (mostly the same) invoice details in three different applications: an internal application, an external web application of the client, and SAP Ariba. Workers spend about 20 minutes and over 100 clicks to execute this process from start to finish, just for one single invoice.
Workers start this process by extracting a provisional invoice and associated files from the internal application. Once extracted, employees need to fill out these invoice details in a calculation tool in the external web application of their client to calculate the order and download a detailed estimate report. The same information is then entered into SAP Ariba, which submits the invoice. Lastly, the status of the invoice is updated in the companies’ internal application.
Imaginably, this process is extremely time-consuming and highly repetitive. The same information has to be typed into applications over and over again. Due to a large number of rules and exceptions to these rules, human errors are easily made. This, however, makes the process an ideal candidate for RPA.