Summary

The client, a global leader in trust and corporate management services, faced challenges with manual invoice processing, which included time-consuming validations, inconsistent postings, and a lack of audit trails. Marlabs implemented a UiPath-based automation solution to streamline their end-to-end invoice processing and posting process.

Challenge

The client's Center of Excellence (COE) team was burdened with manually validating each invoice, a process that was both time-consuming and error-prone. Identifying scenarios, business rules, and historical data required multiple manual steps. Additionally, manual posting of journal entries (JEs) into the accounting system, Millogic, led to inconsistencies and a lack of standardization. The absence of a clear audit trail made it difficult to track the end-to-end posting flow, and the overall workflow was lengthy and inefficient.

Solution

Marlabs implemented a UiPath-orchestrated workflow automation solution that integrated the Document Management System (DMS), invoices, business rules, and accounting systems. To handle physical invoices, OCR and IDP tools were employed for templatized extraction of both machine-readable and scanned documents. SQL stored procedures (SPs) were developed to identify business scenarios and rules based on the data in the system. The solution automated the posting of journal entries into the accounting system for each invoice and sent automated email confirmations with success or failure details.

1. UiPath orchestrated workflow automation integrating Document management system (DMS), invoices, business rules and Accounting systems.
2. OCR / IDP tools for templatized extraction of physical invoices – machine + scanned
3. DB based SQL SP’s to identify the business scenario and rules
4. Automated postings into Accounting Systems per invoice
5. Automated email confirmations with success and failure details

Results

The implementation of intelligent automation for the client yielded significant benefits:

• Increased operational efficiencies: Automation eliminated manual tasks, reducing processing time and improving overall efficiency.
• Uniformity in posting JEs: The automated process ensured consistent and accurate posting of journal entries across all clients, reducing errors and improving data quality.
• Scalability: The solution was able to handle a large volume of invoices, processing close to 1000 invoices per month for over 200 clients.
• Strong ROI: The automation project delivered a 60% return on investment in the first year, demonstrating the financial value of the solution.

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By leveraging intelligent automation, the client was able to streamline its invoice processing operations, improve accuracy, and enhance overall efficiency. The successful implementation of the UiPath-based solution has positioned the company for continued growth and success in the competitive financial services market.

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