Business Need

The client needed to address business growth and profitability amidst manpower downsizing due to prevailing market scenarios and geopolitical conditions. Specifically, they required:

• A technical solution to support a 10% to 15% growth in business while reducing support manpower.
• A solution to manage the increased daily manual invoice processing time, which was adversely affecting operational efficiency and overall productivity.

Business Challenge

The client faced significant challenges, including:

• Downloading invoice files from multiple portals or customer emails.
• Converting PDF invoices to Excel for comparison, a time-consuming and error-prone process that led to data accuracy issues.
• Lacking an effective tracking mechanism, the entire processing workflow was managed using spreadsheets, making it difficult to monitor progress and ensure accountability.
• Manually investigating all invoices for issues, causing delays in processing and vendor payment release, leading to vendor dissatisfaction.
• Creating consolidated files for each customer and processing them for the Informatica system, which required additional third-party license costs, increasing overall expenses.

Business Solution

The NuSummit team developed an Intelligent Process Automation (IPA) platform to streamline and automate the client’s vendor invoicing processes. Key components of the solution included:

• Tailored, Scalable Design: Created a customized, scalable solution to meet the client’s evolving needs, with the flexibility to integrate additional vendor portals as required.
• Powerful Automation Tools: Leveraged Microsoft’s leading IPA tool, Power Automate, to enhance automation capabilities.
• Flexible Processing Options: Offered both attended and scheduled bot executions, enabling on-demand and uninterrupted invoice processing.
• 24/7 Touch-Free Operations: Designed a robust bot architecture for fully automated, round-the-clock processing, ensuring continuous, touch-free operation.

Tech Stack

• Intelligent Process Automation: Microsoft Power Automate and Power Platform services
• Document Conversion: Adobe PDF to Excel Converter
• Data Management: Microsoft Dataverse

Project Differentiator

This project transformed client invoice processing by automating multiple portal tasks, cutting manual execution time, eliminating errors, and preparing consolidated invoice data files for Informatica. It saved on licensing costs and increased operational efficiency.

Business Impact

The implementation of the IPA solution brought multiple benefits:

• Significant Time Savings: Reduced processing time by 60%-70% by automating manual tasks such as downloading invoices, file conversion, and summary file preparation.
• Improved Compliance and Consistency: Ensured adherence to predefined rules and compliance requirements, maintaining consistency and regulatory standards.
• Timely Invoice Processing: Enabled prompt invoice processing, improving efficiency and vendor satisfaction.
• Enhanced Visibility and Reporting: Provided comprehensive reports on the automation outcomes, enabling performance tracking and optimization.
• Error Reduction and Enhanced Accuracy: Achieved 100% accuracy in invoice processing by following predefined rules, eliminating human errors.
• Enhanced Productivity and Resource Utilization: Allowed employees to focus on strategic and
  value-added activities, maximizing productivity and resource utilization.
• Streamlined File Management: Centralized file storage facilitated easy access, retrieval, and management.