Executive Summary
Processing expenses can be a timely and mundane task; however, with the use of RPA and AI, this task can be dealt with in a much more efficient manner. Our bot Jo Cevitr’s digital worker can handle the workload of a large team.
Client/Organization Overview
Our client is a leading construction firm with proven expertise across complex infrastructure delivery. The company’s capabilities span pipelines, structural design, steelwork, tunnelling, fabrication, bridge construction, and piling. Supported by an extensive fleet of plant, equipment, and modern facilities, the business is well-positioned to manage projects of scale and complexity from concept through to completion. The specialist contractor employs over 4,000 staff globally.
The Challenge
With an organization of this size, the amount of expenses processed each month by the finance team was in excess of 2,000, putting significant strain on the team and leaving scope for delays in payment.
The Solution
Cevitr’s digital worker, Jo, was implemented to alleviate the strain on the finance team manually processing expenses by introducing business validation rules via Cevitr’s digital worker. Firstly, Jo goes into each entry and scrapes the dates and amounts. Next, Jo downloads the receipts and cross-references them to ensure they validate with the amount the individual is claiming, checking elements such as the expense category, amount, whether it has a VAT number, and whether the date is less than 6 months old, among other checks.
Once the data is scraped, Jo puts it into a master file alongside a suggestion of whether it should be approved. If Jo is happy with the claim, then the bot goes ahead and approves it in Dynamics 365. Any expenses Jo is not happy with are flagged for manual review by the finance team, with a reason why given. Within each expense claim line, Jo puts a link to the receipt in the Excel document for ease of use. Once the claim is approved/rejected, the transaction is fully automated.
Results
Jo processes 50-100 expenses per day, significantly reducing the pressure on the finance team. Any errors in the claim are flagged by Jo, leading to a quicker completion of the expenses cycle. Overall, the expenses process has become more efficient.
Conclusion
Through the use of intelligent automation, Cevitr has helped this major construction firm streamline its expense processing, managing the exceptions only and given the finance team more time to focus on higher-value tasks. If you’d like to find out more about how Cevitr can help your business, make an enquiry below.