Leveraging RPA to Revolutionise AP in Construction - Case Study

Client Overview:

This client, a family-owned construction business, operates across the UK. Founded in 1969, their aim was to grow to around 50 operatives and provide quality, safe work. Through dedication and commitment, they’ve been able to build trusting relationships with their clients and produce high quality work environments for their employees. The goal is to deliver an extensive range of engineering, build and construction services for their long-term clients.

Need For Automation:

As a major construction company, this client is managing numerous projects at any given time. These projects bring with them a range of tedious and time-consuming administrative duties, one of which being the processing of invoices. Ensuring that each is completed with a high level of accuracy and in a timely manner consumes valuable time that could otherwise be dedicated to the projects themselves.

Additionally, inability to process invoices in a timely manner leads to delayed payments and a risk of penalties and fines.

Cevitr Solution

The Cevitr team created a process specifically designed to streamline the AP process through automation. Outlined below are the steps of this process:

  1. The Digital Worker (Jo) scrapes invoices and credit notes using intelligent OCR technology before navigating to the invoices page in this client's server.
  2. The Digital Worker then creates invoice/credit note batches based off PO number formats. Different PO formats are assigned to different companies in the system.
  3. Then, invoices are added individually to the batch.
  4. After each invoice is added, the Digital Worker attaches the pdf invoice for reference.
  5. These steps are repeated until all invoices have been added to the site.

Finally, an output log is sent via email. This will contain all successful/unsuccessful uploads.

Currently, Cevitr have trained multiple invoices, with a further 100 in the pipeline. The total value of invoices to be processed with this solution is £34,305,335.


Benefits From Automation

Elevated Efficiency and Worker Satisfaction

Automating routine tasks such as data entry and the processing of invoices not only streamlines the operational flow for the company and its suppliers, but also empowers employees to dedicate their efforts towards more meaningful and strategic roles. This shift not only boosts productivity but also enhances employee satisfaction.

Scalability Advantages

The flexibility of RPA systems allows them to expand seamlessly in line with the growth of a business, making them an ideal solution for companies of various sizes and stages of development.

Enhanced Precision and Rule Adherence

By utilizing RPA bots for tasks prone to human error, such as data input, there is a significant reduction in inaccuracies. This ensures greater compliance with established protocols and enhances the reliability of financial documentation.

Cost Reduction

The application of RPA in handling monotonous tasks diminishes the need for an extensive workforce, thereby reducing labour costs. Furthermore, it facilitates proactive communication with suppliers to resolve issues promptly, avoiding late fees and minimizing financial discrepancies. This also contributes to a decrease in the average cost of processing invoices.

Improved Oversight and Informed Decision-Making

RPA offers immediate access to up-to-date data regarding accounts payable processes. This real-time visibility enables more informed decision-making and strengthens expenditure management.

Other Processes

In addition to this, Cevitr have also developed several other processes for this client. These are as follows:

  • Timesheet consolidation
  • Bank reconciliation
  • Charge plant runs
  • H&S notification
  • JML
  • Plant off hire
  • PO closure
  • Supplier reconciliation