Our client in Calgary's oil and gas industry was tackling challenges within their supply chain that were affecting their accounts payable system. The immense volume and intricacies of managing many invoices required a powerful yet adaptable solution. Aiming to eradicate the inefficiencies of their semi-automated invoice processing system, known for being time-consuming—especially during peak operational periods—they needed an innovative solution.

The transition to a Robotic Process Automation (RPA) system was hindered by its limitations when dealing with unstructured data and frequent changes in invoice formats, as RPA is inherently rule-based and struggles with variability. Intelligent Document Processing (IDP) emerged as a necessity, with its ability to integrate AI-powered Optical Character Recognition (OCR) to enhance data extraction and adapt to new document types without the constant need to create new templates. However, integrating RPA with IDP presented challenges, requiring a thoughtful approach to efficiently manage the data transition from unstructured to structured forms.

Our client was in search of a solution that would not only streamline these processes but also resonate with their drive for efficiency innovation and reinforce their commitment to operational excellence amidst the complexities of the modern energy sector.

Intelbyte's approach to streamlining our client's invoice management involved a multi-tiered strategy that addressed the challenges of structured and unstructured data within their accounts payable system.

Digital Integration: Intelbyte first introduced a digitized invoicing retrieval to replace the client's semi-automated system. This step involved replacing the human interface with the invoicing software with RPA technology, transforming a hybrid process into a more manageable digital format.

Cognitive Enhancement: Recognizing the limitations of traditional RPA in handling the diverse invoice formats and the dynamic nature of unstructured data, Intelbyte integrated Intelligent Document Processing (IDP). This included AI-powered identification and optical Character Recognition (OCR) capabilities. The system adapts to determine the differences between field tickets, invoices, new suppliers and invoice layouts without requiring manual template adjustments.

System Synchronization: In the final stage, Intelbyte focused on creating a seamless workflow in which the RPA and IDP systems worked harmoniously. The invoices were automatically retrieved, and their data was accurately extracted and categorized. Efficient processing and routing protocols ensured that invoices were matched with the right purchase orders and swiftly directed to the appropriate departmental queues for approval.

Our client witnessed a remarkable transformation in efficiency and accuracy. Processing times were slashed by 90%, with invoice processing now being completed in a fraction of the time. The error rate plummeted, completely eliminating human error in the process. Furthermore, eliminating custom software licensing and support costs contributed to substantial financial savings.

With approximately 10,000 hours saved annually, employees who were once tied up in the monotonous cycle of manual tasks have been freed to contribute to higher-value initiatives, enhancing their productivity and overall work-life balance.