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Streamlining Invoice Processing with Workflow Automation

Introduction

Onboard Technology Group, a small group of technology companies, was struggling to keep up with the high volume of invoices they received via email across the group. Their shared-services finance team was spending hours each week manually downloading and storing invoices on their local computers, resulting in delays and errors in the invoice processing workflow.

Challenges

  • High volume of invoices received via email.
  • Manual process for downloading and storing invoices.
  • Chasing individuals for invoices sent directly to them.
  • Delays and errors in the invoice processing workflow.
  • Lack of visibility and accessibility to invoices by the finance team.

Solution

Cubik Consulting recommended the implementation of a workflow automation solution to streamline the invoice processing workflow. The solution involved the following steps:

  1. Create a dedicated email inbox for invoices.
  2. Utilise an automation platform to automatically extract the relevant information from the invoices and store them in a pre-defined folder on the company cloud server.
  3. Send an automated notification to the finance team when a new invoice is received and processed.

Make (Integromat) was the primary workflow automation platform implemented. The invoice email inbox was accessed via IMAP on a regular scheduled basis to read all of the emails in the inbox. Emails that met certain criteria (e.g. contained “invoice” in the subject”) had the PDF attachments extracted. The PDF was then placed in the correct folder on the private cloud server using a secure FTP connection. The email is also archived in an inbox folder.

Results

After implementing the workflow automation solution, our client achieved the following results:

  • 80% reduction in manual effort for invoice processing.
  • Increased accuracy and efficiency in the invoice processing workflow.
  • Improved visibility and accessibility to invoices by the finance team.
  • Reduced delays in the invoice processing workflow.

Key Takeaways

The key takeaways from this case study include:

  • Workflow automation can significantly reduce manual effort and increase efficiency in business processes.
  • Automation platforms can extract relevant information from emails and store them in a pre-defined folder on a cloud server, reducing the need for manual intervention.
  • Access to company data can be improved by storing it on a cloud server that can be accessed by authorized personnel from any location.

Conclusion

The key takeaways from this case study include:

  • Workflow automation can significantly reduce manual effort and increase efficiency in business processes.
  • Automation platforms can extract relevant information from emails and store them in a pre-defined folder on a cloud server, reducing the need for manual intervention.
  • Access to company data can be improved by storing it on a cloud server that can be accessed by authorised personnel from any location.

Do you have similar challenges?

If your business is struggling with manual processes and inefficiencies, Contact Us to learn how we can help you streamline your workflows with custom automation solutions tailored to your specific needs.

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