Less processing time
Across the invoice-processing workflow.
Client case study
Reducing Invoice Processing Time by 75%
Xalta connected invoice extraction, vendor checks and finance-system updates for an oil and gas enterprise. The workflow reduced repeated data entry while keeping uncertain records and failed updates with the AP team.
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Results at a glance
Reported outcomes for the invoice-processing workflow.
Less manual effort
Across uploads, validation and account entry.
Vendor checks
Processing follows configurable vendor rules.
For uncertain records
Low-confidence data and failed updates return to people.
Client & project context
Client and Project Overview
The client is an oil and gas enterprise working with more than 800 vendors and processing over 1,500 invoices each month. Vendors submitted different invoice layouts, sometimes using several formats for the same supplier.
The AP team needed to read invoice details, validate information in DocVue, create account entries in OGSQL/OGSYS and return to DocVue to request approval. Xalta connected those steps into a rule-driven workflow.
The challenge
Operational Challenges
The work depended on staff moving between applications and applying vendor-specific rules by hand. As invoice volume grew, the same steps became harder to complete consistently.
Inconsistent Invoice Formats
Each invoice needed the correct vendor details and fields extracted before it could move forward.
Disconnected Processing Steps
Staff checked DocVue, entered data in OGSQL/OGSYS and returned to the document workflow for approval.
Vendor-Specific Validation Requirements
Account codes, tax checks and routing could vary by vendor. Consistent processing required experienced people.
Limited Processing Capacity
Manual uploads, corrections and system navigation limited how much work the team could complete.
The solution
Invoice Processing Solution
Xalta combined document extraction, configurable rules and application automation, with review and recovery built into the processing path.
An A360 bot collects invoice PDFs from the shared folder and sends them to Document Automation. Extracted information is validated before it drives updates in DocVue and OGSQL/OGSYS.
Invoice Data Extraction and Validation
Extract the required fields and send missing or low-confidence values for human validation.
Configurable Vendor Rules
Use a vendor rule sheet to control field values and processing choices.
Integrated Finance-System Updates
Update the document record and create the required finance entry using validated information.
Exception Routing and Recovery
Send invoices back to a named AP user if the finance update cannot be completed.
Human Review and Approval Controls
AP reviewers validate uncertain data and handle failed updates. The bot submits the invoice into the configured approval workflow; it does not replace the designated approval decision.
How it works
Processing Workflow
The workflow links the source document, extracted fields and finance entry. Each stage uses the same validated invoice information.
- 01
Receive the PDF
Read invoice files from the daily folders on the shared drive.
Shared network folder - 02
Extract and validate
Read the required fields. Send missing or uncertain values to human validation.
Document Automation + AP review - 03
Prepare the document record
Upload the invoice to a DocVue batch and use the validated extraction to update its fields.
DocVue / SmartVue - 04
Apply vendor rules
Read the vendor reference sheet and apply the agreed account codes, checks and routing.
Vendor rule sheet + DocVue - 05
Create the finance entry
Enter the required data in OGSQL/OGSYS and save the invoice record.
OGSQL / OGSYS - 06
Request approval
Return to DocVue and submit the document into the configured approval workflow.
DocVue approval routing
Implementation
Implementation and Technology
The build connected the existing document and finance applications. Vendor rules stayed in a reference workbook, and the workflow included a return path for records that could not be completed.
Vendor Configuration
Organise vendor names and field rules in an Excel workbook. Add or remove vendor-specific sheets as the supported scope changes.
Application Integration
Use validated Document Automation fields to update DocVue and drive the account entry in OGSQL/OGSYS.
Review and Recovery Controls
Route uncertain fields to AP validation and return failed finance entries to a designated employee.
Operational Requirements
An invoice still needed its vendor-specific checks, required finance fields and configured approval route. Faster processing had to preserve those controls.
Platforms, technology & architecture
A360 coordinates the work. Document extraction, vendor rules and the existing applications each keep a defined role.
- Orchestration
Automation Anywhere A360
Collects PDFs and performs the supported application steps.
- Extraction & review
Document Automation
Extracts invoice fields and routes uncertain data to validation.
- Document workflow
DocVue / SmartVue
Stores invoice records and routes approval requests.
- Finance entry
OGSQL / OGSYS
Receives the validated invoice and account information.
- Business rules
Excel rule workbook
Holds vendor-specific fields, conditions and routing choices.
Results & business impact
Operational Results and Business Impact
Automation reduced repetitive uploads, validation work and account entry. The AP team retained the records that needed judgement or correction.
| Workflow measure | Before | After | Reported result |
|---|---|---|---|
| Processing time | Manual extraction, checks and navigation across several applications. | Connected extraction, validation and system updates. | 75%Less processing time |
| Manual effort | Staff uploaded invoices, checked fields and entered account data manually. | Automation handles the repeatable steps and routes exceptions for review. | 70%Less manual effort |
| Rule application | Experienced operators applied vendor-specific rules during processing. | An external rule sheet drives field values and routing. | Rule-basedVendor checks |
| Exception handling | Routine handling and problem-solving competed for the same team capacity. | Uncertain fields go to validation; failed finance entries return to an assigned AP user. | AP reviewFor uncertain records |
Processing Consistency
The same validation and routing rules are applied to the supported vendor invoices.
Vendor Configuration Management
Vendor-specific changes can be managed through the rule workbook rather than hard-coded into each processing step.
Related offerings
Related Solutions and Services
Explore the relevant solution, the supporting engineering service and the industry context.
Accounts Payable Invoice Automation
Connect invoice capture, validation, matching and approved system updates.
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Design and build repeatable workflows across documents, people and enterprise applications.
Energy & Utilities Automation
Reduce repeated administrative work across finance, documents and shared services.
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