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Automate The Invoice Duplicate Review Process with RPA

by Ant Sh
Automate The Invoice Duplicate Review Process with RPA

Roboyo partnered with the accounts payable department of a leading utilities provider to revolutionize the invoice duplicate review process by the introduction of an RPA bot that allowed streamlining a previously heavily manual and repetitive process. Let’s see how the duplicate invoice review is now fully automated.

— First, the bot logs into the financial analytics system and pulls a report of invoices for 366 days and loads it into the analyzer module.
— The bot aggregates the reports into three views of the data set, organized by a standardized selection criterion.

  • The first view contains 12 000 to 15 000 records.
  • View 2 contains 300 to 400 records.
  • And the third view contains less than five records.

— The bot analyzes each data view, creates a record of duplicates in a single file, and automatically emails it to the AP team for further review.

This standardized process ensures consistency on the selection criteria, accuracy of the reviewing process, a
summarized view of items that need manual review and reduces the need of multiple teams for reprocessing the data.

Before the implementation of the RPA bot, the AP team spent up to 60 minutes manually reviewing each invoice batch, with an average of three batches reviewed daily. The introduction of the bot allows the AP team to save three hours a day. As stated by the accounts payable supervisor:

“This is a huge time savings for my group. We’re also able to see duplicates more easily, which helps to reduce one from being discovered, which means less payments made incorrectly. Overall, this bot has been great for us, and we can’t wait to see what else bots can do.”

The impact of Intelligent Automation in the AP duplicate review process has promoted the standard and rationalization of tediously repetitive processes, increasing operational efficiency, reducing human errors, and most importantly giving valuable time back to the talented workforce to focus on higher value work.

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