Executive Summary
To streamline a complex, error-prone billing process, Gantec implemented an RPA-based automation solution that eliminated manual effort, reduced errors, and accelerated invoice delivery. The client’s finance team previously handled hundreds of customer-specific invoices manually—cross-referencing data fields, applying custom templates, and emailing invoices based on individual customer preferences. This labor-intensive workflow often resulted in errors, delays, and inconsistent customer communication.
Using UiPath, Gantec deployed a smart bot capable of extracting billing data, dynamically applying customer-specific logic, generating invoices in both Excel and PDF formats, and emailing them using the correct templates—all with built-in exception handling and audit reporting. The result was a fully automated, scalable billing solution that significantly reduced processing time, improved accuracy, and accelerated cash flow through on-time invoice delivery.
Business Challenge
The client’s manual invoice generation process was not only time-consuming but also highly prone to error due to its complexity and variability across customers. For each billing cycle, the finance team had to open and cross-reference up to 100 different customer mapping documents to determine the specific data fields required by each client—an error-prone task that demanded 100% attention to detail.
In addition to data extraction challenges, every customer had their own invoice template and personalized email communication format. This made it difficult to ensure invoices were consistently generated using the correct format and sent to the right recipients. Even a small mistake—such as using the wrong template or mismatched email—could result in sending incorrect invoices, damaging customer trust and leading to payment delays.
Perhaps most critically, delays in invoice generation directly impacted cash flow. The longer it took to prepare and send accurate invoices, the longer it took for payments to be received. These issues collectively underscored the urgent need for automation to eliminate errors, improve speed, and ensure consistency in invoice delivery.
Approach & Solution
To address the client’s highly manual, error-prone invoice generation process, Gantec designed and deployed an end-to-end Robotic Process Automation (RPA) solution using UiPath—tailored to the client’s existing systems and customer billing logic.
Methodology:
Gantec followed an agile, modular approach to automation development. We began by documenting all customer-specific rules, invoice templates, email formats, and data mapping requirements. The process was then broken down into discrete, automated steps to ensure flexibility, accuracy, and scalability.
Automation Process Flow:
Billing Data Retrieval: The bot automatically downloads the billing file from the client’s custom billing application.
Data Extraction: For PDFs, it uses OCR and AI to accurately extract data fields.
Customer-Specific Filtering: It filters data per customer using a centralized mapping logic to determine required fields.
Template Management: Retrieves the correct invoice template from SharePoint based on the customer.
Invoice Generation: Populates the invoice with validated data, applies business rules, and generates unique invoice numbers.
Document Formatting: Exports both PDF and Excel versions of the invoice and stores them securely in SharePoint.
Automated Emailing: Selects the correct email template and sends the invoice files to each customer.
Exception Handling & Reporting: Generates delivery and error logs, tracking any failures for manual follow-up.
Customizations & Design Considerations:
Dynamic Mapping Logic to ensure accurate data field extraction per customer
Customer-Specific Template & Email Handling to prevent invoice mismatches
Scalable Bot Architecture to handle growing customer volumes and billing frequency
Exception Monitoring for missed emails, format mismatches, or processing errors
Audit Trail Integration for reporting and compliance review
Impact & Outcomes
Business Impact
Accelerated cash flow by ensuring invoices are generated and sent promptly
Improved customer satisfaction through accurate, personalized communication
Reduced operational risk by removing manual steps prone to human error
Higher process visibility and audit readiness through built-in reporting and exception logs
Scalable automation framework ready to support additional finance and operations workflows
Quantifiable Outcomes
85% reduction in manual effort, freeing up finance teams for higher-value tasks
100% accuracy in applying customer-specific templates and email formats
70% faster invoice processing, enabling on-time delivery and quicker payments
Zero invoice mismatches, improving client trust and reducing rework
24/7 invoice generation, eliminating dependency on business hours
Key Takeaways
- AI-first, data-driven approach tailored to HireEnd-to-end billing process automated with RPA, eliminating manual effort
- Dynamic invoice and email templates tailored to each customer
- Improved billing accuracy and reduced risk of invoice mismatches
- 70% faster invoice generation and delivery, accelerating payment cycles
- Exception handling and audit logs ensure full transparency and compliance
- Scalable framework built to accommodate growing customer and billing volumes
Conclusion
Gantec’s RPA-driven billing automation successfully transformed a complex, manual invoicing process into a streamlined, scalable workflow—ensuring speed, accuracy, and consistency across every customer interaction. By intelligently integrating billing data, custom templates, and email delivery into a unified automation flow, the client significantly reduced operational burden, eliminated errors, and accelerated cash flow. This solution not only improved customer satisfaction but also positioned the organization to scale its finance operations with confidence, accuracy, and agility.
Category
Automation, RPA
Client
Fortune 500 Company
Company Size
3,000+
Industry
Screening
Stack
UiPath, Azure
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