Construction Finance & Accounting

RPA helps industrial service provider with rapid invoicing

The invoicing process at an industrial service provider is very time-consuming. It takes about 20 minutes and over 100 clicks to submit one single invoice. We offer an RPA solution that automates this invoicing process. As a result, workers have more time to focus on value adding activities instead.

Use case

At an industrial service company, multiple workers are involved in the process of invoicing a client in the scaffolding sector. In order to submit a single invoice, workers have to provide invoice details in three different applications: an internal application, an external web application of the client and SAP Ariba. It takes about 20 minutes and over 100 clicks to execute this process from start to end.

The process starts with extracting a provisional invoice and associated files (such as timesheets) from the internal application. After this, employees open the external web application to insert invoice details, fill in a calculation tool and download a resulting detailed estimate. The same information then has to be entered in SAP Ariba, where the invoice is submitted. After all, the status of the invoice is updated in the companies’ internal application.

This process is extremely time consuming and highly repetitive. The same information has to be typed into applications over and over again. Due to the large number of business rules and exceptions involved, human errors are easily made. This makes the process an ideal candidate for RPA.

Applied technologies
3 weeks delivery time

5x

Faster than employee

1440

Hours saved annually

90%

Of effort automated

70%

Error reduction

Our solution

We created a digital workforce using RPA technology to automate the invoicing process. Our goal was to reduce repetitive and time-consuming administrative tasks. The attended robot is triggered by the worker and designed to perform the followings tasks:

  • Read input data and perform below mentioned tasks for each item
  • Extract provisional invoice (Excel) and associated files (PDFs) from internal application
  • Fill in invoice details into external web application of client
  • Calculate order and download detailed estimate report
  • Submit provisional invoice in SAP Ariba with correct price and attachments
  • Update invoice status in internal application

Our robot is able to fully automate the process and save over 1440 hours on a yearly basis. This frees up time for workers to focus on other tasks instead. The robot also makes the invoicing process less prone to human error, as it memorizes every business rule and process exception.

Our solution is effective, efficient and reliable. Workers can stop wasting time on manually invoicing hundred of invoices and refocus on work that matters.

Integrated applications

Contact

Want to know more about our cases?

We'll gladly answer your questions on workdays between 09:00 and 18:00.

sales@ciphix.io
+31 10 307 05 93