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CASE STUDY

How a Food Chain Transformed AP & AR Processes

Client Overview

Our client, a food chain restaurant in Australia, faced challenges in managing its Accounts Payable and Accounts receivable processes efficiently. High transaction volumes and multiple third-party integrations made manual processing slow and error-prone.

Client Challenges

Issues in Accounts Payable
  • Errors in GST calculations, totals, and credit note classifications continued despite using Dext and Hubdoc.
  • Manual verification slowed processes and increased the finance team’s workload.
Bottlenecks in Accounts Receivable
  • Manually logging into multiple platforms (Menulog, Uber Eats, etc.) to download reports.
  • Manual data entry caused invoice delays and a higher risk of errors.

befree’s RPA Solutions

Accounts Payable Automation
  • Implemented a supplier template BOT that extracts and verifies invoice data automatically.
  • Custom rules were set up for each supplier to ensure accuracy in GST calculations, invoice totals, and credit notes.
Accounts Receivable Automation
  • Designed and deployed a BOT that logs into delivery platforms, downloads reports, and integrates them into the accounting system.
  • Eliminated manual intervention, reducing processing time and improving accuracy.

Benefits

Time and Cost Savings

AP Automation: Reduced manual effort by 60%, saving 30 hours per week.
AR Automation: Achieved 90% time savings, reducing workload by 15 hours per week.

Enhanced Accuracy

Achieved an industry-leading 99.9% accuracy in AP and AR processing, minimizing errors and reconciliation issues.

Key Highlights

  • Automated AP & AR
  • Reduced manual intervention
  • Increased efficiency and saved time while improving accuracy
  • Freed up resources for core business tasks
  • Enhanced financial processing with seamless automation

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