Streamlining Procure-to-Pay with Intelligent Automation for Maximum Impact

The Process

 

The client, a multinational retail chain, faced significant challenges in its Procure-to-Pay (P2P) process. The finance team managed the procurement cycle manually, including invoice processing, purchase order matching, and payment approvals. This approach was inefficient due to:

 

  • High volume of invoices in varying formats.
  • Time-consuming three-way matching of POs, goods receipts, and invoices.
  • Duplicate payments and compliance issues due to manual data entry errors.
  • Delays in vendor payments, impacting supplier relationships.

 

Additionally, the lack of end-to-end visibility made it difficult for the client to monitor workflows and identify bottlenecks. They sought a scalable solution that could optimize the entire P2P cycle while maintaining compliance with global financial regulations.

 

The Solution

 

We leveraged Aiwozo’s Intelligent Process Automation (IPA) capabilities toย delivered a comprehensive solution to transform the clientโ€™s P2P processes.

 

With Aiwozo DocuBot, we applied Ai-powered Intelligent Character Recognition (ICR) to digitize invoice data. The softwareโ€™s advanced AI/ML models extracted key information, such as invoice number, purchase order details, and payment terms, with high accuracy. Over time, these models were refined using historical and real-time data to achieve near-perfect precision. Aiwozo bots were then programmed to perform automated three-way matching by cross-referencing purchase orders, goods receipts, and invoices. Any discrepancies were flagged for human review.

 

The bots then automatically entered the extracted and verified data into the clientโ€™s ERP system, ensuring smooth processing and minimal manual intervention. Aiwozo bots routed exceptions to the finance team for review. Once resolved, the corrections were fed back into Aiwozoโ€™s AI models to improve future accuracy.

 

Real-time dashboards provided end-to-end visibility into the P2P workflow, enabling the client to track invoices, monitor vendor payments, and generate compliance reports effortlessly.

The Outcomes

79% straight-through processing, avoiding multiple to-and-fros.

99.5% accuracy in data extraction.

Improved compliance through automated audit trails and real-time reporting.

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Challenges Addressed

Variability of invoices
Variability-of-Invoices
Manually intensive process
Manually Intensive Process
Seasonality of invoices
Seasonality of invoices
Errors and duplicate entries
Errors and duplicate payments
Delays in vendor payments and compliance reporting
High-TAT
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