Industry: Largest e-commerce company
Implementation Time: Within 3 WEEKS *Client Background
A leading e-commerce organization was manually processing and reconciling invoices and E-way bills received from multiple sellers. Teams had to extract data from PDFs, update Excel, and identify discrepancies, resulting in longer processing times, high FTE dependency, and increased error risks. The organization needed an automated, scalable solution to streamline reconciliation, reduce manual effort, and improve accuracy.
Challenges
The primary challenge was the high dependency on FTEs for invoice and E-way bill reconciliation. Extensive manual intervention resulted in process inefficiencies, longer turnaround times, increased risk of errors, operational delays, and higher processing costs.
Some of the Key Challenges Were
- Reading the invoice and E-waybill of various sellers in PDF Formats and manually copying and pasting data into Excel was a laborious, time-consuming task.
- Also, it was finding it difficult to keep track of missing E-waybills and duplicate invoices.
- Manually doing the invoice and E-waybill data for reconciliation was very time wasting.
Our Solution
The RPA bot was designed to automate the end-to-end invoice and E-waybill reconciliation process with minimal human intervention. It consistently executes each step according to predefined business rules, improving processing speed, accuracy, and consistency.
- Bot monitors relevant emails and automatically downloads invoices and E-way bills received as attachments.
- Bot identifies the document format, extracts the required invoice and E-way bill information, and populates the data into Excel in the predefined format.
- Bot compares and reconciles the extracted invoice and E-way bill data to identify matching records and discrepancies.
- Upon completion, the bot generates a reconciliation report and automatically sends it to the relevant stakeholders via email.
Automation Benefits
The implementation of RPA delivered measurable improvements across the invoice and E-way bill reconciliation process, helping the organization reduce manual effort, improve accuracy, and accelerate overall processing efficiency.
