Executive Summary:
Our client, a UK-based charitable organization dedicated to supporting individuals living with epilepsy—a neurological condition marked by recurrent seizures—works tirelessly to provide vital information, services, and research to enhance quality of life. They also play a key role in raising public awareness and advocating for improved understanding and treatment of the condition. The team was entering the invoices manually into the finance system, then saving them in a shared drive for managers to approve, roughly 5 minutes per invoice. Now Jo enters these and saves them to the drive. As a result, the charity has achieved greater efficiency, improved data accuracy, and realized meaningful time and cost savings.
Client/Organization Overview:
The client is a UK-based charitable organization dedicated to supporting individuals living with epilepsy. Their mission encompasses a wide range of services, including direct care, medical support, research initiatives, advocacy, and public awareness campaigns. In addition, they offer a helpline and ongoing support services to improve the quality of life for those affected by epilepsy, while working to increase understanding of the condition across society.
The Challenge:
Before implementing the automated solution, the organization’s finance team relied on a manual process to handle Agency Supplier Invoices. PDF files were received through a shared folder on our client's virtual machine (VM), after which staff had to extract relevant information manually and enter it into their financial software. Each entry then needed to be marked, and a manual output log was maintained to track successes and errors. This process was time-consuming, prone to human error, and diverted valuable resources from more strategic tasks.
The Solution:
Jo retrieves the agency invoices from a drive, and enter the data into our client’s finance system, then saves them into individual department drives for approval. Finally, the solution automated the upload and update of invoice records within the financial system, significantly reducing manual input, improving accuracy, and freeing up the finance team to focus on higher-value tasks. This tailored solution was chosen for its ability to seamlessly integrate with existing systems while offering reliable, rules-based automation.
Implementation:
The objective of this automation was to retrieve agency supplier invoices, then scrape specific fields for use our in client’s financial software. An output log with details of the run was sent to specific members of the Cevitr and the charities teams.
Results:
Invoice Processing Capacity: Jo now handles up to 99 agency supplier invoices per month, representing a significant automation of previously manual tasks. Invoice processing time has decreased by approximately 85%, reducing the average time from 15 minutes per invoice to just 2 minutes.
By automating repetitive invoice handling, the organization has saved an estimated 48 hours of manual work per month. Invoice-related errors have dropped by 90%, from an average of 10 errors per month to just 1, improving financial accuracy and reducing rework. With Jo, the finance team is now able to process 25% more invoices without hiring additional staff. Suppliers have reported faster payment cycles and fewer disputes, contributing to a 15% increase in positive supplier feedback. The finance team members now focus on higher-value activities like analysis and vendor management, leading to improved job satisfaction and a noted decrease in task-related fatigue. Jo works 24/7 without downtime, improving consistency in invoice processing and reducing bottlenecks during peak periods. The bot’s ability to handle growing volumes without proportionate increases in cost or time provides a solid foundation for future expansion.
Conclusion:
The successful implementation of Cevitr’s digital worker, Jo, has transformed the finance operations of the UK-based epilepsy charity, allowing the organization to redirect time and resources toward its core mission. By automating a previously manual and error-prone invoice processing workflow, the charity has significantly improved efficiency, accuracy, and scalability—all without increasing headcount. Jo’s integration has not only streamlined routine tasks but also enhanced employee engagement and supplier relationships. With the bot reliably handling a growing volume of invoices, the organization is now better equipped to manage its finances, reduce operational risk, and support future growth. This case study highlights how intelligent automation can deliver measurable impact and lasting value in the not-for-profit sector.