Automating End-to-End Invoice Creation Process for a US based Automotive Company

About the Customer

Our customer, headquartered in Texas, USA, is an integral part of the Automotive Oil Change & Lubrication Services industry. Located across 26 states, they are a market leader currently operating over 500 stores. They are specialized in providing high quality automotive services from oil changes and brake services to batteries, wheel alignments, exteriors and glass, and filters. Offering a wide foray of automotive services, they have around 5000+ satisfied customers who avail their high quality services.

The Need

The finance division in the automotive services company manually generated invoices for its customers and the invoices were dispatched through emails either on a monthly or weekly basis. This process involved extensive manual hours to extract details of the customers from MS Excel. The company generated invoices in MS Access Database and were unable to dispatch the invoices on time. As the company witnessed an increase in the volume of customers across multiple outlets, the time spent on invoice creation increased exponentially. Due to the increase in manual hours on invoice creation, our customer dispatched error-prone invoices to their consumers, eventually taking a toll on their account’s receivables.

Challenge:

• Extracting customer information from Excel consumed extensive manual hours.
• The finance team had to generate invoices through MS Access database manually.
• Creating error-free invoices and sending timely emails to customers

Solution:

• Robotic process Automation (Automation anywhere)

Results:

• Automated data extraction from MS Excel to ensure errorfree data entry.
• Bots export data into MS Access database
• Error-free and timely deliveries of invoices
• Avoided late payment and penalties
• Solid ROI with cost savings of about $250K

Aspire's Solution

Aspire Systems understood their customer’s challenge area and arrived at an automation solution. Aspire Systems implemented an end-to-end process automation solution using Automation Anywhere platform that made the invoice creation process error-free.

The Excel, Access Database, and the mailing processes were automated so that the overall order to cash process was made efficient and simple without involving any manual work. This improved the overall process efficiency and completely negated the feedback process. Our automation solution also freed up the existing team bandwidth and saved approx. 200 hours/month of mundane work, allowing the finance division to shift their focus on maintaining a healthy customer relationship.