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Case Study: Automating Vendor Invoice Input Process Using RPA

Client Overview

A global marketing and communications company aimed to enhance master data management by avoiding manual errors and ensuring maximum operational efficiency. This meant optimizing vendor performance on numerous platforms such as Maconomy and MediaOcean.

Challenge

The client’s manual invoice input process involved multiple stakeholders, platforms, and steps:
  • Difficulty in tracking open vendor invoices.
  • Errors due to repetitive data entry across systems
  • Manual exchange rate conversions for non-USD invoices
  • Frequent handoffs between departments with poor visibility
These issues led to delays, increased error rates, and poor customer experience, affecting the company’s operational efficiency and customer satisfaction.

Objectives

To automate the end-to-end vendor invoice entry process using UiPath by:
  • Processing incoming open tickets and attachments
  • Validating agency and invoice data is extracted by IDP middleware, and the middleware Software pushes it into the queue.
  • Creating invoices in MediaOcean Prisma Web Portal with accurate supplier, client, and order details.
  • Performing currency conversions using Maconomy
  • Updating status back to Freshdesk and SharePoint

Before Automation

After Automation

Solution Overview

The solution was broken into three coordinated automation phases to ensure complete coverage:

Dispatcher Bot

  • Retrieves open tickets from Freshdesk
  • Downloads attachments and renames invoice files
  • Maps agency ID to IDP middleware email address to send and extract invoice details.
  • Logs information and updates ticket status to “Pending.”
  • Uploads processed files to OneDrive

Performer Bot

  • Retrieves the Orchestrator queue containing invoice extraction details pushed by middleware.
  • Log in to the MediaOcean Prisma Web Portal and input invoice details.
  • Handles exceptions all cases like Meta, Google Ads, and non-USD currency conversion via Maconomy
  • Links Order IDs and adds relevant comments
  • Updates to close status in Freshdesk if the invoice was successfully created.

Post-Performer Bot

  • Rechecks invoices in “Incomplete” status.
  • Links appropriate IOs based on various validation logic
  • Finalizes the invoice and logs completion.
  • Updates the system and notifies stakeholders

Key Technologies Used

Robotic Process Automation(RPA).
Metric Before Automation After Automation
Metric
Before Automation
After Automation
Manual Ticket Processing
100%
0% (fully automated)
Time to Process Invoices
10 min/invoice
~1 min/invoice
Error Rate
Frequent due to manual entry
Reduced by 90%
Visibility
Manual logs
Centralized in SharePoint
Exception Handling
Ad hoc via email
Systematic with retry logic

Smart Features

  • Intelligent client & supplier validation
  • Currency-based supplier code mapping for Google Ads
  • Queue-based orchestration with retry/resume logic
  • Email alerts for missing mappings or failed saves

Future Improvements

  • AI-based invoice reading and field mapping
  • Real-time chat-based exception handling
  • Integration with vendor payment scheduling
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Auxiliobits is a global Software Consulting and Artificial Intelligence advisory company. Auxiliobits drives digital transformation by reinventing enterprise operations through hyper-automation and AI enabled applications.

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