Case Study

Invoice Processing Automation for Logistics Operations

Client Review

A manpower service providing company that is under the logistics department and specializes in logistics operations. One of their key departments handles end-to-end support for vessel crew members, providing essential services such as accommodation, transportation, and crew allowances. To streamline their internal workflows, they use SAP ERP to manage financial and operational data.

Power Automate

Integration Solutions

Schedule a Meeting

Challenges

The Operations Team is responsible for collecting claim invoices from vessel crew members. These invoices include Accommodation and travel receipts, Allowance claims, and Other related service expenses.

Data coming in from various external channels like PDFs, emails, WhatsApp, so they can’t enter automatically because of this unstructured format.

They don’t have proper standardized templates for entering this data

Time-consuming and repetitive steps in posting data into SAP ERP

Risk of missed entries, incorrect GL code, and missing document attachments

Solution

We deployed an automation solution powered by Power Automate that mimics human actions with logic and control.

Data Capture Standardization

Developed a structured template to capture invoice details such as Invoice Number, Vessel Name, Travel/Service Provider Name and Amount, Dates, and GL Codes. The operations team enters all the data in a predefined format.

Bot Execution in SAP

The developed bot validates the company, GL codes, and posts the invoice data into SAP, also attaching the invoice document if needed.

Integration with Power Automate

Use the Power Automate tool in this case, so it helps to ensure seamless data flow from the Excel template to SAP, and Logs are maintained for audit and compliance

Result

Time efficiency: reduce invoice posting time by 70%
Reduce error: eliminate human entry error by 90%
SAP integration: convert all data transfer automatically using Power Automate. It helps to reduce time and cost.
The standard format of Excel-based capture makes it easy to enter all data without any confusion or errors.

Conclusion

By automating the invoice posting to ERP, support the entire operation of the company. The firm can easily understand the power of automation process and integrate the automation process in each stage of all operations.

Connect with Expert

Vimal Rama Chandran

Director – Technology Consulting Services

He has over 20 years of experience in the IT industry and heads IT Audit & Advisory services & Digital/Automation Business Solutions projects currently.