Case Study

1. Executive Summary

A major construction firm partnered with Cevitr to drive operational efficiency across its key service areas. With a longstanding relationship over a few years, the client aimed to cut costs, increase productivity, and redeploy staff to more strategic roles.

Using Robotic Process Automation (RPA), powered by Jo, Cevitr’s digital workforce, we automated high-volume, repetitive tasks across reporting, journaling, and billing. This allowed human employees to focus on value-added activities, delivering measurable business impact.

While this was happening, our client has upscaled their business with the resultant increased transactional possibilities and improved business volumes, but without any need to increase headcount.

Key Result:
The client's finance shared services team was streamlined from 200 to under 100 employees, without sacrificing output or accuracy, resulting in significant cost savings and process improvements. The business has benefited from efficiency and effectiveness improvements.

2. Project Overview

Our work was focused on the finance shared service centre supporting the business in driving significant change and performance improvement. Many processes were duplicated or were manually intensive, prompting the need for automation-led transformation.

Cevitr worked closely with the business and back-office teams to understand pain points and designed scalable, future-proofed automations for three core processes: reporting, journaling, and billing, so as to future-proof automation across 35 business processes.

3. Process Automation Details

For this client we automated a mixture of live processes including transactional, reporting and housekeeping activities such as CIS Verification, Month End Date Update, Task Creation, Funding & Baselining, Insurance Update, Statement Reconciliation, Expenses Claims, Statement Reconciliation, Remittances, Power Bi Report Download, ECM (Enterprise Content Management) Upload and Insurance Expiry Notification.

Reporting Automation a team of staff manually generated and dispatched around 100 reports daily—a repetitive and time-consuming task. We now automate 108 reports four times a day. This has reduced manual intervention and is future-proofed to adapt to reporting needs.

Journaling Automation Cevitr redesigned the workflow by eliminating unnecessary steps and implementing validation tools for upstream data accuracy. This ensured only clean data reached the core ERP, reducing error rates and back-and-forth corrections. During our time working on this process journal volume grew from 600 to 1,000. Jo now handles the workload overnight, Monday to Friday automating this process has led to improved data accuracy and faster month-end closure

Billing Automation previously outsourced and error-prone this process was brought in-house, automating invoice generation and submission. This gave the client full control over billing and significantly enhanced traceability and cash flow management. This led to reduced billing cycle time, fewer errors, and improved payment timeliness.

Sales Invoice Processing Cevitr streamlined the generation, validation, and management of invoices using digital tools, reducing manual effort and errors. It enhances efficiency by automatically capturing data from sales transactions, integrating with accounting systems, and ensuring timely billing and payment tracking.

Project Closures simplifying the finalization of projects by automating tasks such as documentation, financial reconciliation, and performance reporting. This ensures consistency, reduces administrative burden, and accelerates the transition from project execution to evaluation and archival.

Cash Allocation accelerating the matching of incoming payments to outstanding invoices by using intelligent algorithms and data recognition tools. It improves accuracy, reduces manual workload, and enhances cash flow visibility for better financial management.

Supplier Statement Reconciliation automation updating the process of comparing supplier statements with internal records to identify discrepancies. This reduces manual effort, increases accuracy, and helps maintain strong supplier relationships by ensuring timely and accurate account reconciliation.

Expenses

Automation has significantly streamlined the process of managing expenses, making it fast, more accurate, and less labour-intensive. Utilising our digital worker to track, categorize, audit and report expenditures, the business and individuals can avoid manual data entry and reduce the risk of human error.

4. Results & Impact

The automation program across reporting, journaling, and billing delivered transformative outcomes:

• Ability to reduce costs by redeploying over 100 FTE and reducing the size of the finance shared services organization.
• More predictable delivery of business outcomes 24/7 365 days a year
• Greater than 40% of 1.4 million annual transactions now automated
• 38 automated processes running at various frequencies
• Positive cashflow impact because of accurate and timely invoicing
• By automating these processes, our client's suppliers have experienced more timely and seamless engagement
• Staff satisfaction improved, as teams shifted to more strategic roles

Jo enabled the business to operate leaner, faster, and smarter—freeing employees from repetitive tasks and unlocking sustainable value.

5. Conclusion

This case study highlights the power of intelligent automation in modernizing operations. By “removing the robot from the human,” Cevitr helped the client achieve efficiency, cost savings, and strategic workforce transformation, without compromising quality or control. Cevitr supported an end-to-end business transformation with driving effectiveness, efficiency, and productivity.

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