Case Study – Invoice Process automation

Automated bot for one of large Exploration & Production company.

Overview

The client operates in the upstream oil and gas sector, focusing on the acquisition, exploration, and development of energy resources. They specialize in identifying and unlocking new reserves.

Currently, the company is actively expanding its portfolio, aiming to grow its resource base through strategic exploration efforts. This reflects their commitment to long-term growth.

They hold interests in 87 deepwater leases, covering around 500,000 gross acres. These assets position them strongly for future offshore development opportunities.

Industry

Oil & Gas

Processes Automated

Vendor On Boarding, Invoice Data Capture and validation.

Current Challenges

The client’s Accounts Payable (AP) department was facing significant challenges due to the high volume of invoices received from hundreds of vendors. The entire manual process for capturing and validating over 1,000 monthly invoices results in:

  1. Data extraction difficulties from diverse, non-standardized invoice formats.
  2. Time-consuming and error-prone validation.
  3. Increased human error and processing delays.
  4. Inefficient resource allocation and employee dissatisfaction.

Automation Objectives

The automation project aims to:

  1. Enable the AP team to independently onboard vendors through a user-friendly automation solution.
  2. Eliminate manual data entry by automating data extraction from non-standardized invoices.
  3. Streamline invoice validation with an intuitive interface for real-time corrections.
  4. Drive significant improvements in invoice processing speed, accuracy, and resource efficiency.

Solution Summary

We built a custom hybrid automation solution using A360 platform, with the following components

  1. Standardized invoice mapping template – with configurable rules and logics to map custom invoice formats for data capture. The template was built to be dynamic, enabling the AP team to configure rules and logics for new vendors, by themselves.
  2. A360 Doc Automation – to fully automate the capture of data from varied vendor invoice formats, based on the rules and logic defined in the Standardized mapping template.
  3. Data validation interface – To intimate users of any failures, and facilitate rapid validation and correction of extracted invoice data, for further processing.
  4. Integration with the client’s ERP system for posting validated data.

Outcomes

  1. Reduced resource requirement by up to 75%
  2. Increased accuracy to 99%
  3. Reduced Invoice processing time by 80%