Posted on 04/25/23 by Jodi Reimer
A nationwide dumpster rental service provider procures services from various vendors to offer to their customers. After the service is performed, vendors send the provider invoices. The Accounts Payable team was responsible for reviewing the invoices captured by OCR software. Additionally, they manually updated purchase orders in NetSuite to align with the invoice. The documents were then stored in an enterprise and information platform for document management. To improve their procure to pay processes, the service provider explored the potential of implementing robotic process automation (RPA) for invoice automation.
Key Challenges
The service provider was utilizing roughly 4-5.5 FTE resources to manage the 200,000+ invoices received each year. Performing manual data entry into NetSuite is non-value-add and underutilized the AP department’s expertise. Additional key challenges faced with the current process:
Manual, time-consuming process
Technology selected did not align with business requirements
Prone to errors because of manual data input
Dissatisfied employees
Results
The dumpster rental service provider conducted a UiPath proof of concept. The proof of concept helped assess the feasibility of using virtual workers to address their procure to pay challenges. They focused on one vendor to demonstrate the technology’s potential ROI. The successful outcome of the proof of concept resulted in a full-scale project for invoice automation. Targeting their top 10% of vendors, they were able to free up two FTEs to focus on higher-value activities. The service provider is now well-positioned to pursue further process automation initiatives following this accomplishment.
Metrics
FTEs processing invoices
2x ROI
of technology implementation
$100K+
in bottom-line savings
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