Workflow Automation Success
How we eliminated 25 hours of manual work per week and achieved $180K in annual savings through intelligent workflow automation.
The Challenge
A growing manufacturing company was drowning in manual administrative processes. Their accounting department spent 25+ hours weekly on invoice processing, approval workflows, and vendor communications. With paper-based systems and email chains, errors were frequent, approvals were delayed, and visibility into process status was virtually non-existent.
The finance team was working overtime just to keep up with basic tasks, leaving no time for strategic analysis or process improvements. Late payments were affecting vendor relationships, and the lack of real-time reporting made financial planning challenging.
Before vs. After
Before Automation
- Manual invoice data entry
- Paper-based approval workflows
- Email chains for status updates
- Spreadsheet tracking systems
- Manual vendor communications
After Automation
- Automated invoice processing
- Digital approval workflows
- Real-time status dashboards
- Integrated tracking systems
- Automated vendor notifications
The Solution
We designed and implemented a comprehensive workflow automation system that transformed their entire accounts payable process. The solution included:
Automated Invoice Processing: OCR technology extracts data from invoices automatically, validates against purchase orders, and routes for approval based on custom rules.
Digital Approval Workflows: Automated routing based on amount, department, and vendor type with email notifications and mobile approval capabilities.
Real-time Dashboards: Live visibility into invoice status, approval bottlenecks, and payment schedules for better financial management.
Vendor Portal Integration: Automated communications with vendors regarding invoice status and payment schedules.
Implementation Timeline
Discovery & Analysis
Mapped existing workflows, identified bottlenecks, and assessed automation opportunities.
System Design
Created workflow automation architecture and integration plan with existing systems.
Development & Testing
Built custom automation workflows with comprehensive testing and stakeholder feedback.
Deployment & Training
Rolled out the system with full team training and documentation.
Optimization
Monitored performance and implemented additional improvements based on usage data.
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