Intelligent email automation with the use of RPA and AI

Use Case

An airline company challenged us to improve the processing of incoming emails in the Accounts Payable department. An endless stream of emails with inquiries from vendors is received on a shared mailbox that is maintained by three employees. The employees read and sort all incoming emails and determine what actions they need to take based on its content. A typical example is a reminder for payment. Employees detect these emails, extract relevant information, search for payment information in the back-office system and send an update on the payment status to the vendor.

This process is highly repetitive and extremely time-consuming. The frequency of arriving emails is too high. Employees cannot handle every email in time and the chance of errors increases. This results in dissatisfied vendors as well as dissatisfied employees.

Applied technologies

Artificial intelligence

Robotic Process Automation

6

Months to ROI

5500

Hours saved annually

95%

Of effort automated

5%

Error rate

Our solution

Intelligent Email Automation is an advanced solution that can read and classify emails with the use of RPA and AI. Recognizing and classifying emails is a difficult cognitive task, which is best suited for an AI solution. After this, the emails are processed. That is where RPA comes in. Together, RPA and AI are a match made in heaven.

Our solution is able to make cognitive decisions. It automatically reads and classifies emails in the inbox of our client. We also extract relevant entities from each email in order to make complex decisions based on this input. Our solution is build the take the following steps:

read content of incoming emails
classify email based on content (new invoice, reminder etc.)
extract important parameters (invoice number, issue date etc.)
perform checks on output invoice
perform follow-up action (for example: send reply to supplier)
send update to employee

By implementing our solution, efficiency within the department has increased significantly, saving 5500 hours annually. Additionally, the rate of errors has reduced to 5%, which again increases the efficiency of the whole process.

Intelligent Email Automation offers a solution that is effective, efficient and reliable. Workers can refocus on work that matters and stop wasting time on reading and classifying emails.

Integrated applications for this case