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Executive Summary: 

Our client is a business which serves the construction industry by providing a wide range of services, such as skips, aggregates and utility connections. They previously had a team looking after their purchase ledgers and invoices. This job was a significant task given the size of the business and the number of suppliers they have.  

Client/Organisation Overview: 

This business is a leading privately owned provider of services across the Utility, Highway, Airside and Land Remediation sectors, supporting their own set of construction clients, assisting with a wide range of services. As well as delivering services for residents and developers in the South, such as skips, aggregates and utility connections.  

The Challenge:  

This business has numerous suppliers and previously had a small team dealing with purchase ledgers and invoices. This was a time-consuming and monotonous task with 100s of documents received each week.  

The Solution 

Cevitr’s digital worker ‘Jo’ has taken over the handling of our clients' Purchase Ledger Invoicing. Jo goes into each invoice and scrapes the key information, such as invoice number, description, VAT, etc., for each invoice/supplier. ABBYY is utilised to extract key data and place it into an Excel file. The Excel file contains information which is then compared to a mapping file. The process then has 3 branches it can take. An invoice will either be a House Supplier, House PO or a Public Works Supplier invoice. The invoice will then be uploaded into the respective area, the invoice will then be attached via a spindle pop-up, and the invoice will be uploaded to SAGE.  

Implementation: 

The implementation of this process followed numerous steps and checks over several weeks by the Cevitr team of developers to ensure the process was correct.  

Results: 

Initially, there was some reluctance from the team who feared that the bot would not be able to replicate the human actions especially where complex rules were involved, however, over the 2 years that we have worked with this client, we have built a strong relationship with the team, gaining their trust and showcasing how our digital worker ‘Jo’ is making their job easier and freeing them to focus on larger accounts. Our client is so happy with the results from this process that they are currently transitioning to utilising AI to further develop this process. Jo processes in excess of 300 invoices each week. Collating 10-12 invoices each hour. This process requires multiple validation checks, which are all handled by Jo.  

Conclusion: 

This process exemplifies how our digital worker, Jo, can be utilised to look after an arduous task with speed and accuracy. Our client is delighted with the implementation and appreciates the work that Jo is doing, particularly freeing their team to focus on more challenging work. If you’re looking to start your automation journey, Cevitr are here to guide you through the whole process, building lasting relationships with your team. Make an enquiry using the form below for more information.