Automated Billing
Issue to
The company faced an internal challenge related to the “Billing and alerting of invoice due dates” process. This process involved searching for services provided to each contract to link the corresponding charges recorded in a specific software. However, the generation of pre-invoices and audits had to be done manually and registered in an accounting system individually. This resulted in a high manual workload that required the dedication of up to a week for specialists to complete all invoices. Each invoice could include multiple services, further complicating the process. From the software, a monthly report of pending invoices from the previous month was generated. Once the report was downloaded, the statuses were reviewed: open invoices were sent to the audit area, while closed invoices were recorded as invoices for the past month.
Solution
The implemented solution involved automating the process by automatically entering the corresponding system to download invoices in the closed status. This input was used as input for the next automation that accessed the accounting system and performed the necessary automatic navigations to generate invoices from the previous month and send them. These automated interactions significantly reduced the time needed to complete the process. Additionally, monitoring of pending payments was implemented two days before each month to send payment reminders to clients who had not yet paid, according to the corresponding report.
Results
The implementation of this automation yielded impressive results. The time needed to validate and generate invoices was reduced, allowing for the automatic generation of invoices. Additionally, automatic navigations were performed in the system to download the report of closed invoices and in the accounting system to record the invoices. This automation resulted in a 200% increase in process capacity and a 70%-time savings. Considering +56,000 clicks saved per month, this solution has proven effective in optimizing the billing process and significantly improving the company’s efficiency.
