Case studies · VERTI s.r.o.
Supplier invoices go from email into the accounts on their own, twice a day
Twice a day, a robot goes through the invoice mailbox and creates each invoice in the accounting software as a provisionally entered document.
The starting point
The accountant downloaded each PDF invoice from email, renamed it by a set rule and saved it to a specific folder on the drive.
Then she had to enter the invoice into the accounting system.
The solution
- Twice a day, the robot goes through the mailbox where suppliers send their invoices.
- It downloads the attachments it recognises as invoices (they must be PDFs), renames them and saves them to the drive.
- In the purchase invoices module of the accounting software, it creates a new invoice and fills in the data from the PDF: supplier, invoice number, payment reference, dates and total amount. It attaches the PDF to the invoice.
- The invoice is saved as a provisionally entered document. The accountant still does the posting.
- The robot moves processed emails to a “Done” folder. Emails it could not process (wrong attachment format, unreadable file, new supplier) go to a “To check” folder.
- After each run, it sends an Excel report listing the processed invoices and any emails it could not process.
The result
- The robot has taken over the routine email work and the entry of invoice headers. The accountant can focus on posting and checking exceptions.
From the start, we had a clear idea of what we wanted from the robot. With Xelto Digital, we built a model that matches our requirements exactly. The other companies we approached could not offer that. The whole process was quick, smooth and professional.
Translated from Czech
Lenka MatyášováAccountant, VERTI s.r.o.
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