Invoice processing is a core function for Finance teams, yet it remains one of the most manually intensive activities in many organisations. Invoices are typically received via email, requiring staff to download attachments, extract relevant data, and match them against purchase orders or internal trackers. These manual processes are time-consuming, error-prone, and difficult to scale as transaction volumes grow.

Inconsistent invoice formats, delayed validations, and a lack of automation often lead to duplicate payments, missed due dates, and operational bottlenecks. While intelligent document processing tools are available, not all organisations require advanced AI-based solutions for simpler, structured invoice scenarios.

To address these challenges, many companies are turning to automation to improve invoice handling accuracy, reduce processing time, and minimise manual effort. This case study explores how Cybiant partnered with a regional service-based company to implement an automation solution utilizing the UiPath platform to streamline invoice data extraction and matching, enabling better control and efficiency in Finance operations.

The client received a high volume of supplier invoices through a shared Finance mailbox. These invoices came in standard PDF formats but required staff to manually extract key fields and validate them against internal records maintained in Excel.

Key issues faced by the client included:

• Manual processing of over 150 invoices weekly, resulting in processing delays.
• Inaccuracies and mismatches in invoice data due to human error.
• Duplicate or missed entries that disrupted the payment cycle.
• Lack of visibility into processing status and exception tracking.

The Finance team needed a solution to automate the end-to-end process from reading emails and extracting invoice data to performing validation checks and logging the results without increasing operational complexity or cost.

The primary objective for the client was to improve the efficiency, accuracy, and visibility of invoice processing by automating repetitive steps. They aimed to reduce manual handling, enhance data quality, and provide a clear audit trail of all processed invoices.

Key objectives and goals included:

• Automate invoice intake
• Extract relevant data
• Perform validation
• Improve processing time
• Ensure audit readiness

To address the client’s invoice processing challenges, Cybiant designed and implemented a process automation solution utilizing the UiPath platform. The automation enabled full processing of email-based invoices, extracting structured data and performing validation against internal records, while notifying the Finance team of any exceptions.

Key steps Cybiant took to create this solution included:

Cybiant leveraged the UiPath automation platform to build and deploy the invoice data extraction and matching solution. UiPath was selected for its flexibility, robust PDF and Excel integration, and email automation capabilities.

Key technologies and tools included:

1. UiPath Studio: For developing modular workflows including email reading, PDF parsing, data validation, and reporting.
2. UiPath Outlook Activities: To monitor and retrieve invoice attachments from a shared inbox.
3. UiPath PDF Activities and Regex: To extract structured data from standardised invoice formats.
4. UiPath Excel Activities: For referencing and updating internal validation logs.

Exception logging and SMTP notifications to alert the Finance team and maintain audit records.

Cybiant’s invoice automation solution delivered significant improvements in processing efficiency and accuracy for the client. By automating routine tasks and integrating structured validation, the Finance team was able to gain better control over invoice handling and reduce operational workload.

Key results and benefits included:

Overall, the solution empowered the Finance team to operate a faster, more accurate, and controlled invoice intake and validation process, laying the foundation for broader automation opportunities in the future.

About Cybiant

Cybiant is a global consulting firm that helps organizations streamline operations and accelerate their digital transformation journey. In this case study, we showcased how our expertise in process automation enabled a regional service-based company to automate invoice data extraction, enhance accuracy, and gain full visibility over Finance operations.

By leveraging UiPath’s RPA capabilities along with our proven implementation approach, we deliver solutions that minimize manual effort, reduce processing errors, and create scalable workflows tailored to your business needs. Explore more about our Intelligent Automation Services.

Ready to automate your finance processes?
Contact us at info@cybiant.com to discover how our automation solutions can transform your operations.