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Invoice Process

The proposal outlines the automation of invoice processing in finance and accounting using UiPath RPA, detailing the current manual steps, stakeholders, and tools involved. The automation aims to reduce processing time from 10-15 minutes to 1-2 minutes per invoice, increase daily capacity from 100 to 700-800 invoices, and improve accuracy from 90% to over 99.5%. The implementation is expected to enhance operational productivity and reduce costs by reallocating human resources to higher-value tasks.

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jeffreyarimang
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4 views3 pages

Invoice Process

The proposal outlines the automation of invoice processing in finance and accounting using UiPath RPA, detailing the current manual steps, stakeholders, and tools involved. The automation aims to reduce processing time from 10-15 minutes to 1-2 minutes per invoice, increase daily capacity from 100 to 700-800 invoices, and improve accuracy from 90% to over 99.5%. The implementation is expected to enhance operational productivity and reduce costs by reallocating human resources to higher-value tasks.

Uploaded by

jeffreyarimang
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Process Automation Proposal: Invoice Processing using RPA

Process Description
Industry: Finance & Accounting

Process: Invoice Processing

Invoice processing is a highly repetitive and rule-based task performed in the accounts
payable department of most businesses. The process involves receiving invoices from
vendors, validating the data, entering it into an ERP system, routing for approvals, and
initiating payment.

Current Steps Involved

• Receive Invoices (via email or portal uploads)

• Download and Sort invoices by vendor or date

• Extract Key Data (invoice number, vendor name, date, amount, etc.)

• Validate Data against purchase orders (PO)

• Enter Data into the ERP or financial system

• Send for Approval (via email or workflow tools)

• Trigger Payment Process

Stakeholders Involved

• Accounts Payable Clerk

• Procurement Team

• Finance Manager

• Vendors

Tools Used

• Email client (e.g., Outlook)

• ERP system (e.g., SAP, Oracle)

• Excel for tracking

• Manual entry tools


Time/Resources Required

• Manual Time per Invoice: 10–15 minutes

• Daily Volume: ~100 invoices

• Human Resources: 2–3 full-time employees

• Challenges: Prone to human error, delays in approvals, high labor costs

Proposed RPA Tool


UiPath is a leading Robotic Process Automation (RPA) platform suitable for automating
high-volume, repetitive processes like invoice handling. Its user-friendly drag-and-drop
interface, AI-powered document understanding capabilities, and strong integration with
ERP and email systems make it ideal for this use case.

Automation Workflow
Step-by-Step Automated Flow using UiPath:

• Monitor Email Inbox – Bot checks a specific inbox for new invoice emails.

• Download Attachments – Bot downloads invoice files (PDF/DOC).

• Document Understanding – Using UiPath’s AI-powered OCR, the bot extracts relevant
invoice fields.

• Validate Data – Bot compares extracted data with existing POs from ERP.

• Log & Flag Errors – Any mismatches or missing data are logged and flagged.

• Enter Data – Approved data is entered directly into the ERP system.

• Trigger Approval Workflow – If needed, sends approval request to manager.

• Mark as Complete – Updates tracking sheet or system log.

Automation Workflow Diagram (Text-based)

[Email Inbox]
↓
[Download Invoice]
↓
[Extract Data with OCR]
↓
[Validate with PO Database]
↓
[Data Valid?] → [Flag/Notify Errors]
↓
[Enter in ERP]
↓
[Approval Needed?] → [Send for Approval]
↓
[Mark as Processed]

Expected Outcomes & Benefits


Comparison Table

Metric Before Automation After Automation

Time per invoice 10–15 minutes 1–2 minutes

Daily capacity 100 invoices 700–800 invoices

Accuracy rate ~90% (manual errors >99.5% (rule-based


common) validation)

Cost 3 FTEs 0.5 FTE + RPA License

Error handling Manual Automated flagging/logging

Staff focus Data entry Exception handling, analysis

Conclusion
Implementing UiPath for invoice processing offers substantial time savings, improved
accuracy, and cost efficiency. By automating data entry and validation, organizations can
reallocate human resources to more strategic, high-value tasks, thereby enhancing
operational productivity and reducing compliance risks.

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