Streamlining AP Invoice Processing at BSK Associates Utilizing the UiPath Automation Platform

Introduction

BSK Associates, headquartered in Fresno, CA, is a leading firm with a rich history and a commitment to excellence. Like many organizations of its scale, BSK Associates faced challenges that came with growth and the increasing complexity of operations. One such challenge was in their Accounts Payable (AP) department.

With a monthly influx of over 1,000 invoices, the AP process had become a significant bottleneck. The manual handling of these invoices, especially given that 40% of them were based on unique vendor templates, was a time-consuming endeavour. This manual process not only slowed down the overall processing speed but also introduced data errors, leading to additional rework and inefficiencies. The need for a transformative solution was evident, and BSK Associates recognized that automation could be the key to unlocking efficiency and accuracy in their AP process.

The Challenge: Diverse and Time-Consuming AP Process

The AP process at BSK Associates was multifaceted. The sheer volume of invoices, combined with the diversity in vendor templates, made manual processing a daunting task. Each invoice required meticulous attention to detail, and the manual entry meant that human errors were inevitable. These errors, while seemingly minor at first glance, compounded over time, leading to significant rework and potential financial discrepancies.

Furthermore, the manual process was not scalable. As BSK Associates continued to grow, the number of invoices and the complexity of the AP process would only increase. The company was at a crossroads: continue with the manual process and face escalating challenges or seek a transformative solution that could streamline the AP process.

The Solution: Embracing Automation with UiPath RPA

BSK Associates, in their quest for operational excellence, collaborated with Alirrium, a certified UiPath partner. Alirrium proposed a comprehensive solution leveraging the power of Robotic Process Automation (RPA). The solution was designed to:

• Automatically triage incoming emails containing invoices from Outlook.
• Utilize a machine learning/document understanding engine to scrape and interpret invoice data, regardless of the vendor template.
• Integrate with the Deltek Vision product to process payments seamlessly.

This automation solution was not just a temporary fix; it was future-proof. Plans were already in place to transition the automation to Vantagepoint in 2021, ensuring that the solution would remain relevant and effective as BSK Associates' systems evolved.

^{Machine Learning: The Game Changer}

While RPA provided the foundation for automation, the true game-changer was the integration of machine learning. Given the diversity of vendor templates, a traditional rule-based approach to data extraction would have been limited. Machine learning, with its ability to learn and adapt, provided the flexibility needed to handle diverse invoices.

The machine learning/document understanding engine could interpret and process data from various vendor templates, ensuring accuracy in data extraction. This capability was pivotal in addressing the challenges posed by the 40% of unique vendor invoices.

Furthermore, BSK Associates is exploring the potential of machine learning to automate the General Ledger (GL) coding process for each invoice. This task, currently done manually, represents another layer of complexity in the AP process. Automating this with machine learning promises to bring even greater efficiency gains in the near future.

Results & Benefits: A New Era of Efficiency

The collaboration between Deltek, Alirrium, and BSK Associates marked the beginning of a new era of efficiency in AP processing. The decision to choose Alirrium and UiPath over other solutions, such as **Blue Prism**, was validated by the tangible benefits realized.

With the new automation solution in place, BSK Associates saw a dramatic reduction in processing time, with an anticipated time-saving of over 35 hours per month for this single process. But the benefits were not just quantitative. The quality of the AP process improved, with fewer errors and a significant reduction in rework. The staff, freed from the repetitive task of manual invoice processing, could focus on more strategic and value-added activities.

The success of this project has set the stage for further automation initiatives. As one representative from BSK Associates aptly put it, "This is a start. The Alirrium team is doing wonderful work with us. Looking forward to many more bots to come."

Conclusion

The journey of BSK Associates, from grappling with a cumbersome AP process to embracing a state-of-the-art automation solution, serves as a testament to the transformative power of RPA and machine learning. This case study underscores the potential of technology to drive operational excellence, even in complex and traditionally manual processes.

About BSK Associates

Established in Fresno, CA, BSK Associates is a beacon of excellence in its domain. With over 2,004 dedicated employees, the company has consistently demonstrated its commitment to innovation and operational efficiency. Their collaboration with Alirrium and UiPath in transforming their AP process is a testament to their forward-thinking approach and dedication to continuous improvement.