Enhanced Accuracy, reduced time on data entry

Enhanced Accuracy, reduced time on data entry

Increase profitability of a leading, speciality vehicle-parts manufacturer by automating pre-production planning and scheduling to optimize manufacturing execution.

Intelligent Digital Worker (IDW) opening invoices in Excel, auditing them and finally making payments to vendors in Quickbooks

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Capacity Increase
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Cost Reduction
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Months Payback Period

Background

A multi-trade mechanical, electrical, plumbing and compressed air contractor had a complex and manual AP invoice process, involving meticulous tracking and management across several systems. The team was tasked with:

    • Receiving and saving invoices in appropriate repositories.
    • Extracting details such as invoice number, amount, and vendor details.
    • Searching for the corresponding Purchase Order (PO) details in the FieldPoint system.
    • Cross-verifying invoice details with PO details for validation.
    • Updating the FieldPoint system and create entries in the Accounts Payable.
    • Setting aside non-matching invoices or exceptions for further investigation and resolution.

MAJOR CHALLENGES

  • Manual Data Entry

    High Volume of Manual Data Entry Tasks increased the risk of inaccuracies

  • 24/7 Seasonal Demand

    24x7 capacity needed to handle unpredictable seasonal order volume

  • Manual Entry Errors

    Significant delays and rework due to errors in manual data entry and redundant tasks

  • Manual handling

    Manual handling of Special Cases and outliers

SUCCESS

We created agile, non-intrusive bots (IDCWs) that seamlessly integrated into existing systems, assisting workers with necessary yet redundant tasks.

This approach ensured:

  • No new integrations needed
  • Immediate Increased Efficiency
  • Value Delivered on a Daily Basis
  • 100% Accuracy
  • Assistance 24x7x365

Keys Skills Exercised:

  • Multi-Platform Login Access
  • Data Reading and Extraction
  • Data Entry and Migration
  • Reconciliation
  • Comparison & Validation
  • File Downloading
  • Editing and Updates
  • Create AP entries
  • Updates & Corrections
  • Error Detection and Escalation

Achieved Results

  • > 40% Cost Reduction
  • 3x Decreased Cycle Time
  • 3 Months Payback
  • 56% reduction of workload
  • 100% Automated 16 of 16 Tasks
  • 5 Systems Involved

APPROACH

Intelligent Digital Co-Workers (IDCWs):

Created without any coding, the bots were trained on microskills like data extraction, and invoice validation and processing, automating workflows across systems without the need for custom software development or costly system integration.

ABOUT HACHI

Jahan Ali / jahan.ali@hachiai.com

HACHI is a Hyper Automation platform for training Digital Co-Workers (Bots) to automate complex workflows as per job descriptions using a no-code approach. All possible human gestures and actions are pre-coded and readily available to read, interpret, write & transform data, make decisions and even manage escalations. Alongside the existing team, these Bots can be rapidly trained to perform tasks just like people, by emulating human actions across existing applications without the need for custom software development or costly system integrations effort on a variety of platforms such as mobile, tablet, web, desktop and even legacy CLI based systems non-intrusively.

Website: https://hachiai.com

Office: 207 Queens Quay West, Suite 320, ON M5J1A7