How Much Can You Save With Automation?

Automate Your Processes By Function

Optivate’s portfolio of services are tailored to address your functional business areas.

F&A/Procurement

Purchase Requisition and Automation

Company

Global automotive supplier

Implementation Time

Within 5 Weeks

Benefits

Degree of robotization: 100% of effort automated
ROI: ~8 months
Higher standardization of process
Quality improvement to 0% error rate
Much faster processing time – reduction of 78%
User friendly and better user acceptance
Manual effort reduction to 5%

The Challenge

The company ran a back office business process with 30 PRs per week and an AHT of 3 hours. There were two departments involved that used SAP, e-mail, Excel and a web portal on desktop. The information was structured by business users. The rules and decisions were predetermined, and included interactive support at agreed process steps from users. The process had 10% of exceptions, involved the use of paper and of other web technologies.

The Solution

Paper was replaced by a simple and user friendly web portal that fed purchase requisitions into the UiPath Robot, which, in turn, entered the information in SAP. The robot checked for approvals via e-mail and then created the POs automatically.

F&A/Procurement

Automating invoices process for special customers

Company

HR service provider

Implementation Time

Within 4 Weeks

Benefits

Degree of robotization: 70% of effort automated
ROI: 3 months
Error rate reduced to 0%
Manual effort reduction to 10%
Faster processing time – reduction of 75%
Cost savings of 60%

The Challenge

The company ran a back office process with a volume of 100 events per month and an AHT of 5 minutes per voucher. There were 4 departments involved that used 2 applications (internal portal and SAP) on both web and desktop. The information was structured, with pre-determined rules and conditions. The process had 15% of exceptions.

The Solution

The UiPath robot was in charge with the creation of a very high volume invoices with data extracted from SAP, for a specific customer of the HR provider. Then, the robot uploaded the created invoice to a procurement portal and entered the data into value fields.

F&A/Procurement

Booking voucher posting

Company

HR service provider

Implementation Time

Within 4 Weeks

Benefits

Degree of robotization: 70% of effort automated
ROI: 5 months
Error rate reduced to 0%
Manual effort reduction to 15%
Faster processing time – reduction of 85%
Cost savings of 60%

The Challenge

The customer needed to automate a back office process with a volume of 2000 events per month, an AHT of 400 seconds per voucher and 3 FTEs. There were four departments involved that used two different applications on both web and desktop. The information was structured, with pre-determined rules and conditions. The process had 15% of exceptions.

The Solution

The UiPath robot handled the interface between SAP system and web. It exported various documents from SAP (e.g. booking documents, timesheet documents), and uploaded and performed processing in the web portal.

F&A/Procurement

Credit note processing

Company

Media company

Implementation Time

Within 4 Weeks

Benefits

Degree of robotization: 100% of effort automated
ROI: 3 months
Massive improvement of customer relationships
Error rate reduced to 0%
Manual effort reduction to 0%
Faster processing time – reduction of 60%
The customer had time to focus on processes that involved more critical thinking

The Challenge

The company needed to automate a back office process with a volume of 100 Excel files per month, and an AHT of 8 minutes per Excel table. There was one department involved that used 3 applications (Google Drive, Excel, SAP) on desktop. The information was structured, with pre-determined rules and conditions. There was a low percentage of exceptions.

The Solution

The UiPath robot extracted data from various data sources, validated the data for every data source and entered the data into the SAP system.

F&A/Procurement

Credit note processing

Company

Media company

Implementation Time

Within 4 Weeks

Benefits

Degree of robotization: 100% of effort automated
ROI: 3 months
Massive improvement of customer relationships
Error rate reduced to 0%
Manual effort reduction to 0%
Faster processing time – reduction of 75%
The customer had time to focus on processes that involved more critical thinking

The Challenge

The customer needed to automate a back office process with a volume of 150 PDF files per month, and an AHT of 10 minutes per file. There were two departments involved that used 4 applications (Google Drive, Adobe Acrobat, Excel, SAP) on desktop. The information was structured. There was a low percentage of exceptions.

The Solution


The UiPath robot extracted data from a PDF file, validated the data for every PDF file against Excel files and an ERP system, and entered the data into the System.

F&A/Procurement

Export and import from statements of account

Company

Accounting provider

Implementation Time

Within 3 Weeks

Benefits

Degree of robotization: 100% of effort automated
ROI: 3 months
Error rate reduced to 0%
Manual effort reduction to 5%
Faster processing time – reduction of 85%
Faster response time for customer queries

The Challenge

The accounting provider needed to automate a back office process with a volume of 50 transactions per day, every day, with an AHT of 10 minutes per transaction. One department handled the process using Excel, Datev and SAP on desktop. The information used in the process was structured and the rules and decisions were pre-determined.

The Solution

The UiPath robot handled the process by exporting the accounts’ statements from Datev to the SAP system.

F&A/Procurement

End-of-month accounting

Company

Accounting provider

Implementation Time

Within 6 Weeks

Benefits

Degree of robotization: 75% of effort automated
ROI: 5 months
Error rate reduced to 0%
Manual effort reduction to 25%
Faster processing time – reduction of 65%
More standardization
High quality improvement to 0% error rate

The Challenge


The customer needed to automate a back office process with a frequency of 10 transactions per month per customer every month, with an AHT of 30 minutes per transaction. There were 3 departments involved using 5 applications on desktop. The information was structured and the rules and decisions were pre-determined. The process required reengineering the workflow, and exceptions often occurred.

The Solution

The UiPath robot created a process that included salary accounting, importing and exporting data between Datev and SAP and checking that the different bookings were the same in both accounting systems.

F&A/Procurement

Travel & expense processing

Company

Consumer goods company

Implementation Time

Within 3 Weeks

Benefits

Degree of robotization: 100% of effort automated
Error rate reduced to 0%
Manual effort reduction to 15%
Faster processing time – reduction of 75%
Employees were redeployed to higher value activities

The Challenge

The customer needed to automate a back office process with a volume of thousands of transactions per month. There was one department involved that used 4 applications, such as SAP, MS Office on desktop. The information was structured, with pre-determined rules and conditions. There were less than 7% of exceptions.

The Solution

The UiPath robot extracted data from a T&E form (Excel form out of SAP) and processed it through a workflow in SAP to enable approval and payment.

F&A/Procurement

Accounts Payable - three way match

Company

Medical/Pharma

Implementation Time

Within 4 Weeks

Benefits

Degree of robotization: 100% of effort automated
ROI: 2 months
Massive improvement of customer relationships
Error rate reduced to 0%
Faster processing time – reduction of 90%
Customer had time to concentrate on other processes that involved more critical thinking
Manual effort reduction to 10%

The Challenge

The company needed to automate a back office process with a volume of approx. 1800 processes per month with 3 FTEs. There were 3 departments involved that used 4 applications, such as MS Office and e-mail on desktop. The process involved unstructured information, while the rules and decisions were pre-determined. There were less than 2% of exceptions. The process also involved the use of paper and of the OCR technology.

The Solution

The UiPath robot extracted data from an incoming invoice via e-mail, and validated the PO number, the number of items and the cost per item against the PO and goods received. The robot used ABBYY OCR to extract the data.

F&A/Procurement

Creation of bank accounts for mortgage customers

Company

Bank

Implementation Time

Within 4 Weeks

Benefits

Degree of robotization: 100% of effort automated
ROI: 3 months
Cost reduction by 70%
Error rate reduced to 0%
Manual effort reduction to 5%
Faster processing time – reduction of 75%

The Challenge

The bank had to automate a back office process with a volume of 500 events per month, with an AHT of 300 seconds per account. Three departments were involved in handling the process, using 2 applications on both desktop and web. The information was structured, with rules and decisions based on existing or new customers, length of mortgage, credit ratings, etc. The process had 5% of exceptions.

The Solution

The UiPath robot handled the automation of the interface between the credit information web portal and the core banking system of the bank.

F&A/Procurement

Trade settlement

Company

Leading global investment bank

Implementation Time

Within 4 Weeks

Benefits

High automation efficiency with 0 error rates
Improved processing quality
Average handling time (AHT) reduced from 40 minutes to 3 minutes
Expected effort benefit of 444 hours per year

The Challenge

The customer needed to automate this process because it involved significant manual processing, high-propensity to errors & high cost of operation. The specific challenge lay in identifying unmatched and pending trades with the Counter-Party and Custody for various geographical regions. The process required heavy investigation and coordination with multiple units over e-mail.

The Solution

Once the information was received by e-mail, it was instantly downloaded. The UiPath Robot automatically performed validation. It searched for trade details, identified unmatched and pending trades, and updated the transaction numbers and counterparty details in a spreadsheet. It then sent out an e-mail to the Custody and Counter-Party with the update.

F&A/Procurement

Source to pay - PO & invoice management and processing

Company

Builders’ Merchant

Implementation Time

Within 4 Weeks

Benefits

100 % compliance on TAT
54 % FTE savings

The Challenge

This client was facing the challenge to achieve significant reduction in operational time and resources in their invoice processing. The process involves validating unmatched invoices and GRN, and taking appropriate decisions either to clear the invoice for payment or raise a query to branch (invoices are either received manually or electronically). Almost 850 invoices are processed per day in which 53% can be automatable and the rest is part of exceptions queue.

The Solution

UiPath was used to automate the invoice business process based on predefined business rules. Data extraction, data entry, data validation & comparison were a part of the automated solution.

F&A/Procurement

Source to pay - PO & invoice management

Company

Builders’ Merchant

Implementation Time

Within 4 Weeks

Benefits

100 % compliance on TAT
90 % FTE savings

The Challenge

The aim of this client was to implement and operate automation for their invoice management activity in order to gain significant FTE savings. Invoices were processed manually and OCR was used to upload into ledger (AS400) via scripts. Script halts and regeneration of scripts during upload was tedious and time consuming. Around 5000 invoices were processed per day in which 10% of the invoices requires manual intervention.

The Solution

The UiPath automation solution comprised of data entry, intelligence enabled in generating the script, playing the script and providing the supplier reference decision and replaying the script until the transaction is complete without manual intervention.

F&A/Procurement

Underwriting and new business

Company

Global reinsurance company

Implementation Time

Within 4 Weeks

Benefits

100% process accuracy
Zero errors
Improved quality and speed of processing
80 % TAT (Turnaround Time) reduction was achieved
¼ human effort saved from the process

The Challenge

The company needed to ensure precise comparison of account records and was looking to improve the processing rate involved in the financial reconciliation of the monthly bank statement from all its clients. Prior to automation, bank statements were compared manually with the accounting system, balance was extracted and the reconciled information was to be updated in system. The process was time consuming, tedious and with occasional errors due to manual involvement.

The Solution

The UiPath Robot automatically performed data extraction from the bank statements from all clients and comparison with the accounting system (BIS Ledger / Cockpit), ensuring that balances were accurate and matching. Once reconciled, the information was updated in the system.

F&A/Procurement

Customer transactions LAB/FT validation & payment

Company

Corporate and investment bank

Implementation Time

Within 4 Weeks

Benefits

0 errors
ROI within less than 12 months
0% exceptions during automation
RPA handles both the transaction and the new control and audit trail
Implementation within 3 months

The Challenge

The customer needed to automate a 100% manual process in the Retail Payment department. The employee received an email from the branch client with the transaction LAB/FT reference in an attached PDF and the validation or invalidation of the international payment. The transaction reference and the amount were retrieved from the PDF document and typed in the LAB/FT system and in the payment system for the corresponding operation reference number to release the payment.

The Solution

The UiPath robot automated the process entirely. It read the mail, transferred the mail in the specific folders, opened and read the attached PDF file with an OCR technology that extracted the transaction amount and reference number. The process had an improved audit trail improvement and the SLA constraints were respected.

F&A/Procurement

Fraud detection

Company

Global retail bank

Implementation Time

Within 4 Weeks

Benefits

Time spent on requests dropped from 45 minutes to 20 minutes, eliminating human involvement
The robot allowed SLAs to be brought back to acceptable levels with the same resources
1 hour was automated to 5 minutes (with 95% automation)
No exceptions

The Challenge

The bank had an insufficient number of resources allocated, which was weighing heavily on the staff, generating big inefficiencies.

The Solution

The UiPath Robot accessed up to 15 applications, both internal and external. It checked several internal and external databases for potential clues of any suspicious activity for the bank’s client and posted this information in a report for a human fraud prevention analyst.

F&A/Procurement

Invoice automation

Company

Global BPO provider

Implementation Time

Within 4 Weeks

Benefits

Delivery effort plummeted from ten minutes to three – a dramatic reduction of 70%.
Precise, non-invasive Citrix integration

The Challenge

The BPO provider was looking to reduce delivery effort through automation for their client’s  invoice process. Included in this process is the final step: posting the invoice. For the vast majority of the BPO’s customers this requires access to their ERP systems through remote/ virtual environments (Citrix technology).

The Solution

UiPath product was the perfect match for Citrix technology, providing secure, quick and precise automation. UiPath was effective in delivering value beyond just relieving employees of repetitive work. It also improved the process because the robot, unlike members of the delivery team, does not have to continually switch between applications as it copy-pastes data. An example of this efficiency is illustrated by the Invoice process’s final step: posting. Rather than the familiar, swivel-chair technique, a robot copies data from various sources in one sweep, then populates all the ERP fields in another single sweep.

F&A/Procurement

Order to cash

Company

Retail company

Implementation Time

Within 4 Weeks

Benefits

Efficient automation of manual activities
80% of the transactions volume handled by robots
100% accuracy of transactions

The Challenge

The customer needed to automate a completely manual, repetitive and prone to typing errors process that was also rule-based. The process involved data from 15 countries with a volume of 20,000 transactions per month.

The Solution


UiPath product was the perfect match for Citrix technology, providing secure, The partner programmed and implemented UiPath robots that interacted between bank websites, that used the Workflow tool and ERP to apply cash without any human intervention.

F&A/Procurement

Open items reconciliation for GL account

Company

Retail company

Implementation Time

Within 4 Weeks

Benefits

Efficient automation of manual activities
Significant productivity gains
Reduced manual working
Decreased volume of reworking

The Challenge

The customer needed to automate a fully manual and time consuming process involving requests from customers that needed to be updated manually. The project involved open items reconciliations for GL Account from 35 countries with a volume of approximately 5000 items per month.

The Solution

The UiPath robot was used to interface the processing data from SAP to Trintech system to reduce errors, increase efficiency and speed of processing.

F&A/Procurement

Non purchase order processing

Company

Retail company

Implementation Time

Within 4 Weeks

Benefits

Efficient automation of manual activities
Scalable solution across all  entities
Scalable solution that could be replicated with minor adjustments across engagements within CG

The Challenge

The company wanted to automate a time consuming process that involved handling all the requests from customers through step-by-step manual updates.

The Solution

The UiPath robot handled the data from BPOPEN tool to the OFIN system to reduce errors, increase efficiency and the speed of processing.

F&A/Procurement

Reference data, pricing & corporate actions

Company

Global financial services company

Implementation Time

Within 4 Weeks

Benefits

100% automation accuracy
200% productivity gain
12/38 FTE savings
60% AHT (reference data) savings after automation
75% AHT (pricing) savings after automation

The Challenge

The client needed to automate an operation in the reference data set up and pricing area to remove manual efforts and increase efficiency, productivity while reducing processing errors. The operation was volume-intensive and critical to the downstream process.

The Solution


The implementation partner set up 4 UiPath robots in a solution where the custodian requests were picked up automatically from the input queue and processed by validating ISIN with different financial service providers. The timely activity for pricing, like morning, afternoon and evening, was scheduled and processed accordingly. The activity for Corporate action, including daily dividend processing, Paydate check, Retro Corporate actions and retro dividend were fully automated.

Sales/Front Office

Daily project management reporting

Company

Construction company

Implementation Time

Within 4 Weeks

Benefits

Degree of robotization: 100% of effort automated
ROI: 6 months
Massive improvement of customer relationships
Error rate reduced to 0%
Manual effort reduction to 5%
Faster processing time – reduction of 80%
Improved efficiency of object managers

The Challenge

The construction company needed to automate a back office process with a volume of 500 e-mails per day and an AHT of 720 seconds per facility manager. There were three departments involved that used two different applications on desktop. The information was fully structured, while the rules and decisions were predetermined. The process had 10% of exceptions and required some re-engineering on the workflow.

The Solution

The UiPath robot extracted data from various SAP tables, personalized the data for every facility manager and sent the personalized lists via email. The lists include current and future tasks, as well as open items from the past.

Sales/Front Office

ATM data exchange

Company

Bank

Implementation Time

Within 4 Weeks

Benefits

Degree of robotization: 90% of effort automated
ROI: 2 months
Error rate reduced to 0%
Manual effort reduction to 0%
Faster processing time – reduction of 70%
Faster response rate to internal customers

The Challenge

The customer needed to automate a back office process with a volume of 200 data records per day, with an AHT of 10 seconds per data record. Two departments were involved in handling this process, using 3 applications on both desktop and web. The information was structured, with pre-determined rules and conditions. The process had 10% of exceptions.

The Solution

The UiPath robot extracted and compared data records from a web portal and a desktop application and created an Excel file containing the collected data.

Human Resources

Create working sick certificates in SAP

Company

HR service provider

Implementation Time

Within 3 Weeks

Benefits

Degree of robotization: 90% of effort automated
ROI: 6 months
Massive improvement of customer relationships
Error rate reduced to 0%
Manual effort reduction to 5%
Faster processing time – reduction of 80%
Improved efficiency of employee

The Challenge

The customer needed to automate a back office process with a volume of 2500 certificates per month, and an AHT of 4 minutes per certificate. There was one department involved that used two applications on desktop and SAP. The information was structured, with pre-determined rules and conditions. The process had 10% of exceptions and also involved the use of paper.

The Solution

The UiPath robot extracted data from a transaction in SAP, inserted the information in the HR provider’s customers’ SAP systems and printed it.

Human Resources

Create reports in SAP web portal

Company

HR service provider

Implementation Time

Within 4 Weeks

Benefits

Degree of robotization: 100% of effort automated
ROI: 7 months
Massive improvement of customer relationships
Error rate reduced to 0%
Manual effort reduction to 20%
Faster processing time – reduction of 75%
Improved efficiency of employee

The Challenge

The customer needed to automate a back office process with a volume of 50 reports per month and an AHT of 30 minutes per report. There was one department involved that used two applications on desktop, SAP and a web portal. The information was structured, and the rules and decisions were pre-determined. The process had 10% of exceptions and also involved the use of paper.

The Solution

The UiPath robot handled a process that extracted data from a SAP web portal, prepared the data in Excel and printed it.

Human Resources

Automating payroll mutations

Company

HR service provider

Implementation Time

Within 7 Weeks

Benefits

Degree of robotization: 90% of effort automated
ROI: 4 months
Other benefits:
Staff costs reduced by 60%
Error rate reduced to 0%
Faster customer response times
Capacities were expanded cost-effectively
Faster processing time – reduction of 85%
Manual effort reduction to 25%

The Challenge

The customer needed to automate a back office process with a volume of 100,000 events per month, and AHT of 60 hours and 6 FTEs. There were a number of departments involved in the process that used 2 applications on desktop. The information was structured. The process had 10% of exceptions to the main casuistry.

The Solution

The UiPath robot handled payroll changes received via e-mail from the customers and automatically entered them into the SAP system.

Human Resources

Onboarding

Company

Agriculture company

Implementation Time

Within 7 Weeks

Benefits

100 % automation achieved
10 X faster processing after automation
Accuracy rate increased to 100%
100 % scalable through peak times

The Challenge

The agriculture customer needed to automate a fully manual process, the new hire updates to ERP, which involved a large volume of details to be entered for a complete PA40 new hire process. The process was time consuming, error prone and required significant reworking.

The Solution

The UiPath robot automatically managed the new hire update in ERP, and read details from SharePoint, validated multiple fields and entered them back into different SAP screens.

Tax/Compliance

Maintenance prediction for locomotives

Company

Logistics company

Implementation Time

Within 3 Weeks

Benefits

Degree of robotization: 100% of effort automated
ROI: 3 months
Error rate reduced to 0%
Manual effort reduction to 10%
Faster processing time – reduction of 50%
Higher accuracy in maintenance prediction

The Challenge

The customer needed to automate a back office process with a volume of 1 process per day and an AHT of 30 minutes per data record. There were two departments involved that used 5 applications on desktop, web and SAP. The information was structured, with pre-determined rules and conditions. The process had 10% of exceptions.

The Solution

The UiPath robot checked various tools and files from SAP to gather maintenance data for the cargo locomotives and consolidated it in Excel files.. This helped the customer to predict maintenance hours.

Tax/Compliance

Reporting & compliance - operational quality assurance

Company

Leading Healthcare service provider

Implementation Time

Within 3 Weeks

Benefits

100% accuracy rate in processing
Increased operational quality
100% FTE savings

The Challenge

Aiming to process customer requests within the agreed timelines and to reduce the time spent on extracting reports from web applications, this client had to overcome specific challenges. Before automation, they had to manually export forty reports daily from Siebel application which provided details of open/closed cases that were used by associates to carry out daily operations. Being manually driven, the process was exposed to a high degree of human error, which was slowing down processing time and threatening operational quality.

The Solution

With UiPath, the company could automate the process previously done manually, assigning a UiPath Robot to download the reports from Siebel application on a daily basis, using easily defined rules, and triggering an email notification along with every successful completion.