Client
A global leader in the FMCG industry with a robust business services division supporting over 127,000 employees across 180 countries. Their operations require continuous process optimization to enhance efficiency and accuracy. As part of their digital transformation strategy, they sought automation opportunities within their factory’s financial operations.
Challenge
In 2018, the client sought to identify processes within the factory that could be automated using Robotic Process Automation (RPA). After a thorough evaluation, the VAT reconciliation process was selected as the pilot project. Key challenges included:
- Complexity of process mapping – Gathering and structuring all necessary information was difficult due to multiple stakeholders involved.
- Handling large volumes of PDF documents – The process required Optical Character Recognition (OCR) to extract data accurately.
- Ensuring data accuracy – OCR had limitations in processing scanned invoices, leading to potential errors.
- Automated workflow integration – The solution had to interact seamlessly with email and Excel, ensuring smooth data validation and reporting.
Solution
Following an in-depth assessment, our team recommended an RPA-based approach leveraging UiPath technology. We deployed a dedicated team consisting of two UiPath-certified developers and a project manager to facilitate a smooth implementation.
The automation process was designed to:
- Read emails containing invoice data and recognize specific keywords in the subject line.
- Download Excel files and extract relevant financial data.
- Process and verify data using RPA and OCR technology.
- Flag inconsistencies and send automated emails for data correction.
- Generate summary reports and distribute them via email.
Our phased approach included:
- Proof of Concept (PoC) – Testing the solution in a controlled environment to measure error rates and efficiency.
- Pilot Deployment – Implementing the solution in a live environment, continuously testing and refining the bot’s performance.
- Full Adaptation – Enhancing the bot’s functionality to maximize efficiency and data accuracy.
Team Communication
- We quickly adapted to the specific communication patterns of a
global company. - We ensured an efficient approach and process throughout the entire
duration of the project. - We showed full commitment to setting and achieving the right
milestones to ensure on-time delivery requirements.
Effects
The project successfully met its objectives and delivered tangible benefits:
✔ Achieved 80% OCR accuracy, significantly improving data extraction reliability.
✔ Enhanced process efficiency, reducing manual workload and increasing data processing speed.
✔ Improved usability for finance and support teams, simplifying VAT reconciliation tasks.
✔ Successful pilot execution over two months, paving the way for full-scale production deployment.
What’s next?
Looking to optimize financial operations through automation? Our expertise in RPA implementation can help streamline your processes, reduce errors, and boost efficiency. Contact us today to explore automation opportunities tailored to your business needs.
