Manual Invoice Creation Process

The manual invoice creation process is a critical operation for the accounting team within the Finance department.

Our solution has been successfully implemented for Bleckmann in Belgium. It was designed using the UiPath RPA tool and deployed with 1 unattended robot operating three times daily, ensuring efficient and timely invoice processing.
 

Addressing Manual Invoice Challenges

The Finance & Admin departments in the Netherlands (NL) and the UK handle approximately 1200 invoice templates each month for transport charges to customers. The previous manual process involved creating customer invoices in SAP, exporting them to PDF, and sending them via email to customers. This was time-consuming and prone to errors. Our RPA bot is designed to streamline and enhance this process:
 

• Email Processing: The bot picks up invoice templates (and any additional documents) received via email.
   
• Validation and Sanity Checks: It validates and performs sanity checks on the templates.
   
• Invoice Creation: The bot creates the customer invoices in SAP and exports them to PDF files.
   
• Automated Email Sending: It sends the invoices, along with any attached documents from the initial email, to the respective contacts listed on the template.

This automation has significantly improved the efficiency and accuracy of the invoice creation process within the Finance department, ensuring timely and error-free invoicing.

Process workflow

Overview