VT Project: Create Automated Invoices With RPA
Client Background
A leading enterprise in the industrial supplies industry has achieved remarkable results thanks to the quality of its products, services, and impressive growth rate. However, the traditional invoice generation process is becoming a limitation, affecting the efficiency of the logistics department and the quality of services provided to customers. Manual data entry, data reconciliation, and invoice generation are not only time-consuming but also pose a risk of errors, affecting the accuracy of financial reports. To solve this problem, the enterprise needs a solution to automate the invoice generation process, to increase productivity, minimize errors, and improve data accuracy.
After carefully considering the options on the market, the company decided to cooperate with our company, AFusion – one of the leading automation solution providers. We convinced the company with our commitment to optimizing workflows, improving data accuracy and minimizing operating costs.
Customer Problems
Time-consuming,Repetitive Tasks | Creating daily invoices is a huge burden for the accounting department. Tasks such as data entry, data reconciliation, and calculation of figures... take up too much time and effort. Every day, accounting staff have to repeat similar operations, making the work boring and prone to errors. This not only affects work efficiency but also makes employees feel tired and stressed, leading to reduced labor productivity. |
Potential for errors | Creating invoices manually carries a lot of risk of errors. Even a small error in the data entry or calculation process can lead to serious consequences, such as inaccurate invoices, causing disputes with customers, and even affecting the reputation of the business. In addition, manually checking invoices is also very time-consuming and prone to omission. This not only causes inconvenience during the working process but also poses potential legal risks. |
Goals of cooperation
Customers come to us with the desire to optimize the order management process. Specifically, they need a solution to help automate the validation of Purchase Order (PO) information, ensuring accuracy and timeliness. In addition, creating electronic invoices quickly and professionally is also a top priority. Thanks to that, customers can shorten order processing time, minimize errors, and improve end-customer satisfaction.
AFusion's Solution
With the goal of optimizing the create automated invoices process, we deployed an Create Automated Invoices solution with RPA, using a team of 2 engineers in 2 months to address the above challenges and meet customer needs. Specifically, our approach included:
- Access Dropbox and get the PO list
The first step in the create automated invoices process is to access the Dropbox account to get the list of purchase orders (POs). We will use appropriate programming tools and libraries to connect to the Dropbox account and download the PO list as an Excel or CSV file. This helps ensure that there is always the most up-to-date data source to perform the next steps.
- Look up for PO numbers on the Tungsten system
After having the PO list, AFusion’s system will look up detailed information on each PO on the Tungsten system. The connection to the Tungsten system is done through APIs or other data retrieval methods. The system will extract necessary information such as customer name, product, quantity, unit price, etc. to serve the purpose of creating invoices.
- Verify PO information
To ensure the accuracy of the data, the system will compare the PO information obtained from Dropbox with the PO information on the Tungsten system. Comparison criteria may include PO number, customer code, total order value, etc. If the information matches, the system will confirm that the PO is valid and can proceed to create an invoice.
- Create invoice
Finally, if the PO information is verified to be correct, the system will create automated invoices. The invoice creation process includes formatting the invoice according to the available template, filling in all information such as title, invoice date, customer information, product list, total value, etc., and other information depending on the requirements of the business. Invoices can be stored as PDF files or exported to other formats.
The technology we used in this project includes:
- Programming language: C# (C sharp); VB.NET (Visual Basic .NET)
- Technology using robotic software for automation: RPA
Results
With the create automated invoices project using RPA solution, our customers have achieved outstanding results:
Improved work efficiency |
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Improved accuracy |
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Increased transparency |
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Cost savings |
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Improved customer satisfaction |
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In addition, applying expansion logic when necessary also helps:
- Increased flexibility: The solution can be easily adjusted to suit changes in business processes or new customer requirements.
- Expanding capabilities: Robots can be trained to perform additional tasks, such as debt reconciliation, inventory management, etc.
Conclusion
In an increasingly competitive business environment, optimizing processes and improving efficiency is extremely important. RPA automation solutions are the answer to the challenges businesses are facing. By automating repetitive tasks, RPA helps businesses save time, minimize errors, and improve productivity.
Don’t let your business fall behind your competitors. Contact AFusion today. We will consult and implement the most suitable solution for your business.
Email: sales@afusion.ai
Address: 55-57 Bau Cat 4, Ward 14, Tan Binh, HCMC, Vietnam