RPA Case Study
Transforming Invoice Processing in
Finance & Accounting
Client Profile
Industry: Mid-Sized Consumer Goods Manufacturer
Location: Chicago, IL
Finance Team: 12 FTEs
Invoices Processed Monthly: 4,000+
ERP System: SAP
Business Challenge
The finance team faced:
• High volume of vendor invoices requiring manual validation and entry.
• Delays in payment cycles causing vendor dissatisfaction.
• An error rate of nearly 7% in invoice coding.
• 160+ staff hours per month spent on repetitive invoice processing.
Robotiproc’s RPA Solution
Using its “Free Your Team, Automate Your Future” automation methodology, Robotiproc
deployed a comprehensive RPA solution:
1
Discovery & Assessment
- Conducted a process walkthrough to identify automation opportunities.
- Mapped invoice lifecycle from email intake → ERP posting.
2
Bot Development & Integration
Built bots to:
- Extract invoice data from emails and scanned PDFs using OCR.
- Match invoice data against purchase orders (POs) and vendor master records.
3
Deployment & Monitoring
- Full deployment completed in 4 weeks.
- Exception queue routed through a human-in-the-loop process for edge cases.
Business Impact
Metric
Invoice Processing Time
Invoice Error Rate
On-Time Payments
Manual Workload
ROI (Year 1)
Before RPA
12 minutes/invoice
~7%
68%
160 hours/month
–
After RPA with Robotiproc
2.5 minutes/invoice
<0.5%
96%
35 hours/month
4.8x
“Robotiproc helped us reclaim over 120 hours/month and dramatically improved our invoice
accuracy. Their team was quick, knowledgeable, and integrated seamlessly into our systems.”
— Finance Director, Manufacturing Client
Use Case Expansion Opportunities
Following the success in invoice automation, Robotiproc is working with the client to extend RPA into:
• Bank Reconciliation
Automating match between bank statements and ledgers, reducing close time.
• Regulatory Reporting
Automatically compiling SOX/IFRS/AML reports using cross-system data pulls.
• Expense Report Auditing
Using bots to flag policy violations and automate validation steps.
Next Steps: How Robotiproc Helps New Clients
1. Free Automation Assessment
- Initial call to explore automation-readiness and process pain points.
2. Process Discovery & ROI Modeling
- Map current manual workflows, identify high-ROI candidates.
3. Bot Design & Pilot Deployment
- Develop custom bots for one process (e.g., invoice or reconciliation).
4. Scale Across Functions
- Extend automation to other F&A areas or departments (HR, IT, operations).
5. Ongoing Support & Optimization
- Robotiproc offers monthly reviews, bot performance analytics, and adjustments
as needs evolve.
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