PROVEN Consult

Case Study

How We Cut Processing Time by 70%

A Financial RPA Success Story

Our recent case study highlights how we helped a governmental finance department streamline its monthly reconciliation report process using Robotic Process Automation (RPA). By automating manual tasks, we reduced processing times, eliminated human errors, and enhanced overall productivity. Here’s how we did it. 

Challenges Faced

Before automation, the finance department of a governmental sector client struggled with an inefficient and error-prone monthly reconciliation report process. Each month, the team spent considerable time manually validating input files, cross-checking accounts payable (AP) and accrual data, and finalizing financial reports. This method not only took up valuable time but also opened the door to potential human errors. The repetitive nature of the task also delayed notifications to key stakeholders, causing further inefficiencies. 

Lengthy manual validation of data from multiple sources.

Inconsistent processing times due to human involvement.

High error rates when reconciling AP accrual and account data.

Delayed delivery of completion notifications to stakeholders.

How We Solved Their Problems?

To tackle these issues head-on, we implemented a Robotic Process Automation (RPA) solution. The goal was simple: to automate the entire workflow from validating input files to generating reports and sending notifications—freeing up the team from manual tasks while significantly reducing processing time. 

Automated Validation

The bot took over validating input data like the trial balance and invoice-receipt mapping, ensuring accuracy from the start.

Data Integration

It seamlessly connected with the Oracle system to download AP Accrual and AP Account reports.

Reconciliation Made Easy

The bot handled detailed reconciliations of AP accruals and accounts with the trial balance, flagging any discrepancies along the way.

Instant Notifications

Upon completion, the bot automatically sent email notifications to stakeholders, attaching the reconciled reports.

This phased approach started with a process analysis, followed by RPA development and testing, leading to full deployment within the finance department. The bot worked under the same security protocols as the human team, ensuring data integrity. 

The Results

The RPA solution brought immediate and noticeable improvements

Processing Time Slashed by 70%

By automating key steps, the finance team could generate reports much faster.

Error Rates Cut by 90%

Automation reduced the potential for human errors, greatly improving report accuracy.

Boosted Productivity

With the new system in place, the department could now process twice as many reports each month.

Beyond the numbers, the automation had other benefits too

Improved Team Satisfaction

Automation minimized discrepancies, leading to better overall accuracy.

More Accurate Financial Reports

Employees could now focus on more strategic work, instead of repetitive manual tasks.

Streamlined Stakeholder Communication

Timely, consistent report delivery improved the finance team's relationship with key stakeholders.

What They Said About Our

RPA Solutions

“Our monthly reconciliation process used to be time-consuming and prone to errors. The RPA solution has been a game-changer. It not only sped up report generation but also eliminated manual mistakes, allowing our team to focus on more important tasks.”

Before

The finance team dealt with slow, error-prone manual processes that required constant human involvement. Report delivery was often delayed. 

After

Automation sped up the process, slashed errors, and ensured reports were delivered on time, every time, with minimal human intervention.