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Case study · Construction & professional services

A week of monthly invoice processing reduced to hours

A high-volume consolidated supplier invoice was automated from backing data to ERP upload, removing almost a week of recurring AP effort each month.

~1 wk → hrsmonthly processing effort
Client
Global construction and consultancy group
Sector
Construction & professional services
Service
Finance Process Automation

The challenge

A monthly consolidated invoice from a major travel supplier had to be broken down and processed line by line. It took the AP team nearly a full week every month, and the manual handling created a risk of errors.

Monthly effort, before and after

Before

  • Consolidated invoice broken down by hand
  • Line-by-line processing
  • Risk of keying and matching errors
~1 week→~2 hrseach month

After

  • Backing data mapped automatically
  • Totals reconciled before posting
  • Bulk upload straight into the ERP

Our approach

  • Defined the requirement: the reporting needed, the column mapping and the configuration for a bulk ERP upload compatible with the AP automation platform.
  • Worked with a technical colleague who built the automation, keeping the design simple and anchored to the business purpose.
  • Built in control checks, so backing data and invoice totals are reconciled before posting.
  • Stayed involved after go-live: when a later month’s backing data and invoice total didn’t match, the exception was caught, corrected and validated in the ERP.
The automated invoice pipeline
  1. 01Backing dataReceived from supplier
  2. 02ReconcileData vs invoice total
  3. 03Map & transformColumns and configuration
  4. 04Bulk uploadInto the ERP
  5. 05ExceptionsRouted to AP to resolve
  • System / automated
  • Control point
  • People decision

The outcome

  • A recurring task of almost a week reduced to a couple of hours
  • Improved accuracy through automated reconciliation of backing data to invoice totals
  • AP capacity redirected from data handling to exceptions and analysis

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  1. BaselineMeasure the manual steps, volumes and effort in each process cycle, and where the work really goes.
  2. DesignDesign the target process, controls and architecture, using the ERP's own capability first.
  3. AutomateDeliver integrations, workflows, RPA, analytics or AI components and automated reporting in short releases.
  4. EmbedStabilise, hand over to the operations team and track the reduction in manual processing against the baseline.

Keep reading

More results, measured.

100%of the division's payments approved and released in the ERP

Supplier payments brought end-to-end into the ERP

A once-weekly payment cycle run through spreadsheets, email chains and bank-portal approvals was redesigned around in-ERP workflow, automated reporting and direct bank transmission.

Global construction and consultancy group · Finance Process Automation$2.5M+savings over five years

$2.5M saved through a finance Automation Centre of Excellence

An intelligent automation programme across finance and commercial operations, built on a new Centre of Excellence, methodology and delivery model.

Global travel technology company · Finance Process Automation40%+straight-through processing reached on the selected platform

From AP discovery to an automation platform, without a preferred product

Structured discovery of the invoice-to-pay process led to a seven-part improvement agenda, an options analysis and a weighted RFP that selected a specialist AP automation platform.

Global construction and consultancy group · Technology & Partner Selection

Next: Statutory reporting and e-invoicing made opera…All case studies

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