An American Fortune 500 company that designs, produces, and supplies industrial components to leading manufacturers in the automotive, heavy machinery, aerospace, and energy sectors. With operations across North America, Europe, and Asia, the company manages 15,000-25,000 monthly invoices from 500+ vendors (including daily, weekly, and monthly deliveries across multiple locations) in addition to seasonal spikes.
The company’s AP operations were complicated due to a mix of structural and process issues.
Its multiple business entities used different accounting systems, leading to disconnected workflows and limited visibility across regions. Invoice volumes spiked seasonally, putting added pressure on teams. On top of that, differences in tax rules, currencies, and languages across markets made it harder to stay compliant and process payments on time. These challenges led to delays, increased invoice processing time, and strained supplier relationships.
The client approached us to seek assistance for automating invoice processing – i.e., our RPA development & consulting services – to meet their needs.
The client's AP workflow was re-engineered through a built using and AI-powered document understanding tools. We delivered an end-to-end solution: reliable RPA workflows for consistent process execution, AI-enhanced document processing for intelligent data extraction across any invoice format, and human-in-the-loop support for exception handling, allowing the client's AP team to focus solely on monitoring business outcomes rather than managing automation workflows or double-checking invoice data accuracy.
The automation was delivered as an ecosystem of specialized RPA bots, each programmed for specific tasks:
The RPA bots operate around the clock, monitoring emails, vendor portals, and shared file servers to collect invoices from every channel automatically. Using AI-enhanced document processing, the bots read and digitize any invoice format — from structured PDFs to handwritten scanned copies — ensuring data is accurately extracted regardless of layout or quality.
Using AI-powered document understanding, pre-trained machine learning models customized for diverse vendor formats automatically classify invoice types and intelligently extract critical details (vendor names, dates, line items, amounts) regardless of format or layout. RPA bots then systematically cross-validate this extracted data against purchase orders and vendor records in ERP systems, applying predefined business rules to flag any mismatches, duplicates, or missing information for resolution.
We configured a to enforce applicable compliance and finance policies. The bots apply regional tax validations (VAT, GST, sales tax), currency conversions, and approval thresholds. High-risk invoices — such as unusually large amounts or flagged vendors — are automatically routed for manual approval, while routine, low-risk invoices proceed directly to payment.
Validated invoices flow seamlessly into the existing accounting platforms (SAP, Oracle, QuickBooks, and legacy systems). Where APIs are available, bots integrate directly; where not, they use secure screen automation. To further reduce manual effort, bots use machine learning logic to suggest the correct general ledger (GL) codes, based on historical posting patterns.
Not every case is predictable and that’s where human-in-the-loop invoice processing support comes in. All invoices failing rule-based data validation are routed to the exception handling workflow. Our dedicated support team reviews flagged invoices, makes corrections, and resubmits them through an . When invoices require business judgment, our experts prepare comprehensive summaries for the client's AP team to review and approve.
We implemented real-time dashboards and audit logs to give finance leaders full visibility into processing volumes, success rates, and cycle times. Each action taken by the bot (data extracted, validations performed, ERP entries made) was timestamped and logged with role-based access controls and immutable audit logs, ensuring compliance with all applicable regional & internal regulations.
This RPA framework was designed to scale on demand. During peak periods — such as month-end close or seasonal surges — bot capacity increases automatically without requiring extra staff.
Here’s what we achieved within six months (with ongoing exception handling support provided thereafter).
93% faster invoice processing time
75% reduction in manual effort
99.95% accuracy rate maintained
Successfully handled 75,000+ invoices during Q4 seasonal spike (300% increase) with zero delays
95% decrease in payment errors
What previously took weeks is now completed within hours with near-perfect accuracy. Plus, the ongoing exception handling support has been a huge relief for our team. The framework is scalable, easy to maintain, exactly what we needed for the global AP team.
- VP, Accounts Payable, Global Operations
Whether you’re struggling with hundreds of invoices or need to automate a completely different process, our team can simplify the challenge with an intelligent robotic process automation solution. And, with an expert-led data processing and validation approach, we ensure absolute accuracy.