Invoice processing is one of the key back-office operations that demands a lot of manual effort. With manual processes in place, companies waste time obtaining, assigning and approving invoices. Robotic Process Automation (RPA) is a more efficient way to process invoicing. Here is a step-by-step process of invoice automation with UI Path platform.
Challenges of Manual Invoice Processing
Invoice processing starts with receiving an invoice and ends when the payment is completed and recorded. Invoices can be in any format: paper receipt, PDF, image, or any email. Usually the invoice is scanned or manually entered into the NetSuite System. From there, the invoice should be entered for the correct accounts and cost centers on projects. Then the invoice must be sent to to be approved. This is a tedious process, and data needs to be copied manually from PDF to Target System NetSuite (Oracle), which leaves room for human error.
Automation of Invoice Processing with UI Path
The above challenge of invoice processing can be solved by automating the entire process with UiPath. All data will be updated accordingly to the respective systems without any human involvement. While there are many RPA platforms available, UiPath is the top Robotic Process Automation (RPA) leader for 2019 According the Gartner. It is deployed by businesses to automate processes like business workflows, back-office tasks, and so on.
With UI Path automation, the process of collecting data from the vendor invoice data and sending to the target System (NetSuite) is ran at configured intervals.
Process for Automating Invoices with UI Path
Step 1: Vendor sends invoice via email.
Step 2: UI Path reads all unread messages and stores attachment (invoices) in the Local System.
Step 3: By Using UI Path, Workflow are developed to automate vendors invoices.
Step 4: Once we collect the information from invoices, the info is stored in variables. UI Path automatically logs into Target System (NetSuite) where the information is copied to Target Application (NetSuite).
Step 5: Once data is successfully imported to Target System (NetSuite), invoices are moved to the "proceed" folder in the local system.
Step 6: Finally, the data is saved and the application is closed.
To learn more about RPA or workplace automation, reach out to one of our software experts.
About the Author
Naresh Kumar is a Senior Software Engineer at V-Soft Consulting. He has more than 5 years' experience in software engineering and is a Microsoft Certified Office 365 developer. His core technical expertise is in SharePoint Server, SQL Server, Office 365, EMS, Windows 10 and Windows Server.