Monthly invoice posting used to take a week. It now finishes in 15 minutes,with nobody watching.
BeforeProblem
A week every month, a lot of repetition
Every month the accounting team did the same job: gather invoices from different sources, check their details and post each one into SAP by hand. The busiest week of the month went to it.
The risks were the usual ones for long manual work. The job could stop halfway, the same invoice could be posted twice, and nobody could easily tell why a given invoice had failed.
NowApproach
We kept what worked and built trust around it
We split the job in two. The robot runs in the background on its own machine: it keeps track of the calendar, does the work and restarts itself if it goes down. A control panel sits on the accounting team’s desktop and shows what the robot did, where it stopped and which decision is waiting.
We did not throw away the tools the team already relied on. The parts that worked were brought into the process, and we added the memory and the brakes that were missing.
Highlights
No invoice is posted twice
Every invoice has a tracked status. Anything already posted is skipped on the next run.
It asks when it is unsure
If the connection drops while saving, the document may already exist. The robot never resends that invoice on its own; it marks it as needing approval and leaves the call to accounting.
It picks up where it left off
Even after a restart, the robot finds the unfinished run on start-up, notes why it stopped and carries on.
Bad data is held back
Invoices with missing details are set aside before they reach SAP. Once the team corrects and approves them, the robot resends only those.
Data stays in the company
The panel is reachable only from the internal network, with no cloud involved. Credentials are stored encrypted on that machine and never appear in a log.
Every run leaves a report
Each run ends with a report containing a summary and an event log, plus a result e-mail. If something was not done, the reason is written down too.
Fifteen minutes instead of a week
The monthly process is now automated end to end. SAP document numbers match the panel records one for one, and re-runs skip what has already been posted.
The accounting team now spends that week on checks and analysis. The same core was built so it can be adapted to similar work at another company.
- New run time of a monthly job that took a week
- 15 min
- Runs overnight with nobody at the keyboard
- Unattended
- A posted invoice is never posted again
- No duplicates
Scope
Give us 30 minutes and one job.
Tell us about a repetitive task or a tool your team is missing. We'll tell you plainly what it needs. If it needs nothing, we'll say that too.
Free, 30 minutes, no commitment.