Project Name
How Ksolves Automated Invoice Matching for a Logistics Giant Using UiPath
The client is a leading global logistics and freight forwarding company handling thousands of shipments daily across continents. Each shipment generates invoices, delivery notes, and transport documents that must be reconciled before payments are released to vendors and subcontractors. Manual matching invoices to delivery documentation was time-consuming, error-prone, and led to delayed payment cycles.
To streamline this repetitive and critical process, the client partnered with Ksolves to implement a UiPath-based automation solution.
The logistics firm faced several operational challenges in its finance and accounts department:
- High Volume of Manual Reconciliation: With over 5,000 invoices generated monthly, manual matching with delivery notes, contracts, and transport logs was overwhelming for the finance team.
- Delayed Payment Cycles: Processing delays caused missed payment deadlines, leading to penalties and strained vendor relationships.
- Data Discrepancies and Human Errors: Even small mismatches between invoice data and supporting documents often led to rework, further slowing down the process.
- Multiple Input Formats: Invoices came in varied formats — PDFs and Excel sheets — increasing the complexity of processing and verification.
- Lack of Real-Time Visibility: The management lacked real-time tracking and the suitability of payment status, reconciliation progress, or blocked invoices.
Ksolves developed an intelligent invoice processing solution using UiPath RPA that fully automated the document reconciliation lifecycle. Key components of the solution included:
- Invoice Extraction Bot: UiPath bots monitored a dedicated email inbox where vendors submitted invoices. The bot automatically downloaded and extracted data from attachments using OCR and structured templates.
- Data Cross-Verification with Delivery Notes: A second bot compared invoice line items against delivery notes stored in a shared folder and extracted relevant fields like shipment IDs, quantities, and dates. Mismatches were flagged instantly for human review.
- SAP Integration for Financial Posting: Verified invoices were automatically posted into the client’s SAP system using UiPath’s native connector, eliminating the need for manual entries.
- Real-Time Processing and Alerts: To address the issue of delayed payment cycles, the automation enabled real-time invoice reconciliation and approval. Bots operated 24x7 to process incoming invoices, reducing backlogs continuously. A real-time dashboard displayed the status of all invoices — processed, pending, or under review — giving finance teams instant visibility. Email alerts were also triggered for urgent or blocked invoices, ensuring that exceptions were addressed promptly and that no invoice went unnoticed.
- Audit Trail and Logs: Every step performed by the bots was logged and timestamped, ensuring complete transparency and audibility for compliance purposes.
By partnering with Ksolves, the client achieved a breakthrough in the automation of financial operations. The UiPath solution resulted in:
- 80% reduction in invoice processing time
- 90% accuracy in invoice-to-document matching
- Elimination of payment delays and vendor escalations
- Improved cash flow visibility for senior management
- Reduction in workload, allowing staff to focus on exceptions and strategic tasks
This successful automation initiative proved that even complex, document-heavy processes in logistics can be optimized efficiently with the right RPA strategy. Ksolves continues to support the client with maintenance, bot scaling, and enhancements.
Automate Invoice Reconciliation with Ksolves’ UiPath Expertise!
