Account Payable Automation Automating Accounts Payable for Accurate Financial Integration

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The Challenge

The client, a German-based global manufacturer of Pumps & Systems, faced recurring issues in its Accounts Payable (AP) process. With over 1,000 vendor invoices to be booked monthly, the manual workflow was slow, error-prone, and highly resource-dependent.

Key pain points included:

  • Incorrect bookings leading to reconciliation challenges.
  • Consistent delays in vendor payments, impacting supplier relationships.
  • Over 15% of invoices booked incorrectly in SAP MM, causing financial discrepancies.

The AP process consumed significant time and effort, creating operational bottlenecks and increasing compliance risks.

Engineering project data management challenges illustration

The Solution

Integrated dashboard showing unified construction project data

We implemented a Business Process Automation solution using Microsoft Power Automate to digitize and streamline invoice handling. The automation included:

  • Workflow Automation

    Extracted data from vendor invoices based on predefined rules and integrated seamlessly with SAP financial modules.

  • Goods Receipt Validation

    Linked confirmed goods receipts to AP invoices for accurate booking.

  • Automated Notifications

    Triggered email alerts once invoices were successfully booked.

  • 24/7 Bot Execution

    Ensured continuous processing to prevent pending transactions and delays.

This approach eliminated manual intervention, improved data integrity, and accelerated the entire AP cycle.

The Impact

The automation delivered measurable improvements:

Invoice Digitization

Invoice Digitization

80% of invoices processed by bots, reducing manual entry.

Cost Savings

Cost Savings

Significant reduction in labor costs through automation.

Data Integrity

Data Integrity

Achieved 100% accuracy in financial data, minimizing reconciliation errors.

Faster Turnaround

Faster Turnaround

Major reduction in TAT for vendor payments, improving supplier trust and operational efficiency.

By leveraging automation, the client transformed its AP process into a reliable, scalable system that supports timely payments and accurate financial reporting, aligned with Vee Technologies' commitment to driving efficiency through Business Process Automation.

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