Accounting: Automated Expense Report Processing

Calculator on table with accounting sheet


Client Description:

Chicago-based IT consulting firm with satellite offices in Pennsylvania, Northern Ireland, and Argentina.

Business Challenge:

Client needed to automate accounting processes to reduce the manual labor and potential for error, allowing staff to focus on more critical activities.

Key Service Area:

  • Robotic Process Automation (RPA)

Technologies:

  • UiPath
  • MS Excel
  • MS Outlook
  • MS Exchange Server

Solution:

  • Constructed Robotic Process Automation (RPA) to convert credit card statement data into individual expense reports utilizing UiPath and Excel Interop
  • Utilized RPA to deliver individual reports via email to each cardholder utilizing UiPath and Exchange Interop
  • Applied RPA to process incoming emails and update master expense report with cardholders’ submitted changes

Challenges for Automation:

  • Acquisition of data from credit card company cannot be automated
  • Limitations in the extent Excel can be manipulated through Office Interoperability creates a need for some automation to be invoked from UiPath, then executed within Excel
  • Since this process produces a mass mailing, absolute accuracy and integrity of results are required in order to avoid bombarding recipients with incorrect or spurious emails

Impact:

  • Replaced manual processes with automation, saving 8-16 hours per month
  • Increased accuracy by eliminating error-prone cut & paste operations, as well as hand-written formulas
  • Improved consistency by automating construction of expense reports using standard templates

Related Content: Financial Systems/Accounting, Microsoft Office, Payroll Accounting, Robotic Process Automation (RPA)