RPA Case Study: Matching 300 Customer Payments a Day with No Manual Entry
Customers pay without any reference, so the team had to match and enter up to 300 invoices a day. RPA does it while everyone sleeps; in the morning the team only checks the report.
Problem
The company has many customers, and every day up to 300 customers have invoice updates. Customers often pay without a clear reference, so the team has to work out which invoice each payment belongs to, then reduce the receivable and enter it one by one. - Heavy daily load: up to 300 invoices handled manually every day. - Payments with no reference: matching takes searching and reasoning. - Error-prone: repeated manual entry raises the risk of wrong allocation. - It consumes working hours the team should spend analyzing receivables.
Solution
The Oneflux bot runs on a schedule, including after everyone has gone home: 1. Retrieves incoming payment data and the list of open invoices. 2. Matches them with tiered rules (amount, date, customer, payment pattern) for payments without a reference. 3. Enters the confident matches into the system. 4. Flags ambiguous or unmatched cases as exceptions for a human to review. 5. Builds a morning report with what was processed, the exceptions, and a summary of counts.
RPA Case Study: Merging Tax and ERP Data into an Automatic Daily Report
Have a similar process?
Describe your process. The first consultation is free of charge.