Case Study

Client Overview

Our client is a leading travel booking platform that handles a large volume of vendor and partner invoices as part of its day-to-day operations. The finance team was facing significant challenges in managing these processes manually, which led to inefficiencies and high resource costs.

The Challenge

The finance team was manually processing a large volume of invoices daily — often up to 1500 invoices per month, with peak volumes on Wednesdays. Each invoice had to be:

• Re-formatted and adjusted as necessary
• Manually uploaded into their internal system
• Checked for discrepancies

This process consumed a considerable amount of staff time and was prone to human error. The growing volume of invoices made it clear that this manual approach was not sustainable.

The Solution

To address the inefficiencies, an automated solution was developed to significantly reduce manual effort and improve processing speed. Invoices were sent to Jo’s inbox to read, reformat and upload. The new process included:

• Automated login and retrieval of all incoming invoices
• Reformatting of invoice data to align with internal system requirements
• Automated upload to the company’s system
• Error flagging and notification, allowing staff to review only the issues that required human attention

This streamlined workflow replaced hours of manual effort with an efficient, largely hands-off system.

Results

• Time savings: The automation eliminated the need for repetitive manual tasks, freeing up the finance team to focus on higher-value work.
• Error reduction: The system proactively identified discrepancies, improving accuracy and reducing the risk of human oversight.
• Scalability: The automated process can scale with future growth in invoice volume without a corresponding increase in headcount.

Conclusion

By implementing a custom automation solution, our client transformed a time-consuming, error-prone invoice process into a fast, accurate, and scalable workflow. This case is a strong example of how targeted automation can deliver immediate and measurable benefits.