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 took up the challenge of building an automated solution from scratch. 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 began the project by conducting a thorough analysis of the existing manual invoicing process (As-Is) and reviewing the client’s detailed requirements. After understanding the pain points and objectives, we designed a solution workflow and presented it to the client for approval.
Once the workflow was approved, we began development of the RPA solution to automate the process. The bot collected invoice data from email or SharePoint, generated invoices in Dynamics 365, and updated the status in the project management application and in 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 costs, 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.

We run all kinds of IT services that vow your success

Let's talk Get info
North America
Alferix Inc
Asia
Alferix Infotech Private Limited
Quick links
© 2023 Alferix. All Rights Reserved.