They use a third-party legacy application to maintain and process all financial documents. But 40% of their customers use a web portal – BuchhaltungsButler for this purpose. They manually export all their documents from the web portal and import into the legacy application regularly for further tax computations and planning.
Business Challange
- Documentation process comprises of exporting finance related documents such as invoice, balance report, balance sheet, quotations, PO, and other finance receipts from web portal and importing into the legacy application.
- Every time they exported a CSV and a zip file that maps the documents to the corresponding file.
- Manually logging in to the web portal to download all their customer’s documents and importing into the legacy application consumed a lot of time nearly 30-40minutes/transaction.
- Sometimes data mapping failures occurred due to incorrect/missed import and export function.
- Moreover, there were times, when transactions became stagnant due to reasons like inquiry calls, new customers onboarding, and other interruptions that led to data duplication, data loss, and data inaccuracies.
- As a result, they faced incorrect tax computations and declarations.
Avasoft Solution Offered
- We assessed their existing import and export processes to understand their workflow and standardize it using financial process automation.
- Deploying a robot to optimize their finance documents management process, simplified importing and exporting hassle.
- Now their manual processes are totally cut-down with the accounts automation bot that completed transactions in quick turn-around without missing any document.
- At the end of the process, the robot generated a report that enabled our client to have complete visibility over completed documentation process.
- Rather than spending too much time on the mundane, repetitive tasks, their employees now focus on customer interactions and new customer onboarding.
Our Tech Stack
Take Away
- Import and export process automation saved a lot of time for our client and there were no more data discrepancies.
- Accounting process automation robot accelerated their process speed from 40minutes to just 5 minutes.
- Highly skilled employees started to focus on logical and customer interactive tasks.
- Achieved process-efficiency by automating the documents management process.
- Training our client to execute the accounts automation bot saved a huge amount of manual tasks.
