Overview

One of our clients had a vision of automating the invoicing process to streamline their workflow. They approached us with a detailed project brief outlining their requirements, and we leveraged Power Automate to build a custom automated solution. The process flows as follows:
  • Input Collection: Stakeholders submit the necessary invoice data via email or SharePoint, with an Excel attachment and PDF (if necessary) in the predefined format.
  • D365 Invoice Creation: The automation robot processes the input and generates the invoices in Dynamics 365.
  • Project Management Application: Once the invoices are generated, the system updates the status in Project Management Application to reflect the invoice generation progress.
  • Open-Invoice: The invoice details are then uploaded to OpenInvoice, completing the invoicing process.

Project Execution

Project Outcome

Our team analyzed the client's manual invoicing process and requirements, then designed and presented a streamlined solution.
After approval, we developed an RPA solution using Power Automate to collect invoice data from email or SharePoint, generate invoices in Dynamics 365, and update the status in the project management application and Open-Invoice.
The automation led to a dramatic reduction in the time required for invoicing. What previously took 30 minutes per invoice to process manually now takes only 6 minutes, resulting in significant time savings. Our client recovered their investment within the first 8 months. Additionally, the automation led to a 70% reduction in invoicing process expenses, providing long-term financial benefits and operational efficiency. The streamlined, automated process also minimized human error, improved accuracy, and allowed stakeholders to focus on more strategic tasks.
We incorporated Microsoft Forms to streamline the logging process. Our RPA program was designed to automatically update the MS Form at each milestone, ensuring seamless tracking.
The client experienced a notable increase in satisfaction as they gained easy access to the RPA program's status for each invoice. Instead of retrieving reports from SQL, the client now manages RPA progress through a user-friendly, stylish MS Form interface, accessible directly through their browser.

Invoicing Automation Demo

Conclusion:

The automation of the invoicing process significantly enhanced the client's operational efficiency, reducing manual effort and processing time. By streamlining data collection, invoice generation, and status tracking, the solution not only improved accuracy but also delivered substantial cost savings, recovering the initial investment in just eight months. The project successfully met the client's objectives of reducing time and costs, while providing a scalable, user-friendly system for future growth. The automation has transformed the invoicing process into a more efficient, transparent, and reliable workflow, driving long-term benefits for the client.

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