How Capital Numbers Transformed Invoice Processing for a Global Clearance Leader
Download this case study The Client
Our client, a global powerhouse in the clearance industry, operates in 27 countries and specializes in managing unsold stocks, ranging from short-expiry-date products to end-of-line inventory. With over 18 years of experience, they’re a market leader committed to sustainability, efficiency, and maximizing business opportunities. However, despite their global presence, their financial processes faced inefficiencies that hindered growth. That’s where Capital Numbers stepped in.
Industry
Clearance & Inventory Management
Tech Stack
UiPath, UiPath Document Understanding, Tesseract OCR, SAP ERP, Email Systems, Cloud Storage, SQL Server, Excel Automation, Role-Based Access, Audit Logs, UiPath Orchestrator
Country
Global (Operating in 27 Countries)
Business Need
The client’s finance department struggled with the cumbersome task of manually processing thousands of invoices each month. These challenges had a direct impact on their bottom line and ability to scale operations:
Time-Intensive Manual Processing
12 hours daily spent on data entry, approvals, and validation, slowing down the entire financial reporting process.
Frequent Errors
A high error rate of 8-10%, leading to payment delays and reconciliation challenges.
Inconsistent Formats
Invoices arrived in a mix of formats—PDFs, scanned images, and emails, making extraction and processing laborious and prone to mistakes.
Compliance and Audit Risks
Inaccurate tax and vendor data validation puts the company at risk of non-compliance, with potential regulatory consequences.
Inability to Scale
Invoice backlogs surged during peak periods, requiring temporary staff and delaying crucial financial reporting.
The company needed an agile, scalable, and accurate solution to eliminate these inefficiencies. That's when they turned to Capital Numbers for a transformative solution.
Solution
Capital Numbers designed and implemented a custom Robotic Process Automation (RPA) solution using UiPath, transforming the client’s invoice processing system into a highly efficient, error-free, and scalable operation.
The Process We Followed:
Automated Invoice Extraction Using AI
We implemented UiPath Document Understanding and AI-powered OCR to extract data from invoices in any format (PDF, scanned documents, emails), eliminating the need for manual data entry.
Automated Data Validation & Compliance Checks
Integrated RPA bots with the client's SAP ERP system, enabling real-time data validation and ensuring compliance with tax regulations, vendor information, and purchase orders.
Streamlined Exception Handling & Approvals
Developed a business-rule-driven workflow that automatically flagged incomplete or mismatched invoices for review, integrating a user-friendly dashboard for seamless approval and exception handling.
Seamless System Integration
We connected the RPA bots to the SAP ERP, email systems, and cloud storage, enabling real-time notifications, automatic approvals, and end-to-end automation of the entire invoice processing system.
Real-Time Audit & Compliance Logging
Capital Numbers implemented automated audit trails and real-time tracking to ensure full compliance with tax regulations and internal auditing standards, reducing the risks of non-compliance.
Screenshots
Results
The results of this transformation were profound, with Capital Numbers driving key improvements across multiple facets of the client’s finance operations:
Reduction in Invoice Processing Time
Capital Numbers enabled a drastic reduction in invoice processing time, from 12 hours to just 2 hours daily, freeing up valuable resources for higher-priority tasks.
Accuracy Rate
The error rate dropped to a near-perfect 0.5%, ensuring that payment delays and reconciliation issues were eliminated.
Invoice Processing Automated
Capital Numbers' RPA bots took over manual processing tasks, allowing the finance team to focus on strategic decision-making instead of data entry.
Scalable Invoice Processing
With Capital Numbers' solution in place, the client could handle 500+ invoices daily without needing additional staff, even during peak times.
Reduction in Operational Costs
The automation framework reduced the client’s operational costs, cutting down on the need for temporary staff and labor-intensive tasks.
Full Compliance & Transparency
Capital Numbers ensured complete compliance with tax regulations and provided a transparent audit trail for internal and external audits.
Benefits
Significant Reduction in Operational Costs
Reduction in operational costs by automating routine tasks and optimizing resource allocation.
Increased Operational Efficiency
By automating the invoice processing, the client achieved faster, more accurate financial operations with reduced human involvement.
Improved Compliance & Audit Readiness
Real-time tracking and automated audit trails ensured adherence to regulatory requirements, minimizing audit risks.
Scalability for Future Growth
The automation framework is capable of handling increasing invoice volumes without the need for additional staff, supporting the client’s growth.
Conclusion
At Capital Numbers, we turn challenges into opportunities through cutting-edge RPA automation. With our tailored approach, this global leader in the clearance industry is now equipped to scale operations efficiently, maintain full compliance, and achieve unprecedented cost savings.
Is your business ready to experience the power of RPA?
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Frequently Asked Questions
Based on the information provided about Capital Numbers, here arefive frequently asked questions (FAQs) and their answers
We offer a wide range of services, including:
- Digital Engineering: Custom software development, enterprise systems, automation tools.
- Web Development: Dynamic websites, e-commerce platforms, CMS solutions.
- Mobile App Development: iOS & Android apps, cross-platform solutions, app maintenance.
- QA (Quality Assurance): Automated and manual testing for error-free software.
- Cloud Engineering: Cloud migration, cloud infrastructure management.
- Data Engineering & Analytics: Data integration, data warehousing, data visualization, predictive analytics.
- AI/ML/GenAI: AI-driven analytics, machine learning solutions, generative AI applications.
- UI/UX Design: User interface design, prototyping & wireframing.
- Emerging Tech: AR/VR development, blockchain development.
We offer two distinct engagement models:
- Project-Based Development: Tailored solutions for defined goals, ideal for short-term projects.
- Dedicated Development Teams: Seamless integration, scalable solutions for long-term partnerships.
We have clients in various countries, including:
- USA
- UK
- Canada
- Australia
- Ireland
- Switzerland
- Saudi Arabia
- Indonesia
- UAE
- Israel
- Italy
We have received numerous awards, including:
- Clutch Top 1000 B2B Companies
- Financial Times High-Growth Companies
- The Economic Times India's Growth Champions
- Dun & Bradstreet Leading SMEs of India
- Manifest Global Awards
- Clutch Global Leaders
- Clutch Champion Awards
- GoodFirms: Trusted Choice Awards
- GoodFirms: Best Company to Work With
We were founded in 2012.
We are ISO 9001 and ISO 27001 certified, demonstrating quality and data security standards.
We create dynamic websites, e-commerce platforms, and manage content with user-friendly solutions.
We develop iOS & Android apps, cross-platform solutions, and provide ongoing maintenance.
We offer data integration, warehousing, visualization, and predictive analytics for data-driven decisions.
We offer AI-driven analytics, machine learning solutions, and generative AI applications for various needs.
Innovation, quality, client satisfaction, integrity, and teamwork are core values that guide our operations.
We aim to become a global leader in digital solutions, continuously innovating and empowering businesses with cutting-edge technology.
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