Invoice Processing Automation - Case Study - RoboHen
How RoboHen transformed invoice processing for a mid-sized services company, reducing processing time from hours to minutes with automated data entry, validation, and approval workflows.
Mid-Sized Services Company
Finance / Accounts Payable
The Challenge
The finance team processed hundreds of invoices per month arriving through email, vendor portals, and shared drives.
Key issues included:
- manual data entry into accounting systems
- approvals stuck in email threads
- inconsistent validation rules
- frequent data entry errors
- limited audit visibility
- significant rework during month end
Invoice processing took hours per batch and required constant follow-ups.
The Approach
RoboHen conducted a workflow discovery session to map the real invoice flow, including exceptions and approvals.
The workflow was redesigned with:
- clear, step-by-step invoice logic
- structured approval routing
- AI-assisted document extraction
- human review for exceptions
- full audit logging at every step
The workflow was executed on RoboHen’s orchestration engine to ensure consistent behavior.
The Results
- Invoice processing time reduced from hours to minutes
- Significant reduction in manual data entry errors
- Faster and more predictable approval cycles
- Complete audit trail for every invoice
- Reduced operational workload for the AP team
The finance team gained confidence that invoices were processed correctly every time.
Why It Worked
- Clear workflow logic eliminated ambiguity
- AI was applied only where safe and valuable
- Humans retained control over approvals and exceptions
- The workflow executed deterministically without breaking
Next Steps
After success with invoice processing, the company expanded automation into:
- purchase order approvals
- expense validation
- audit preparation workflows
Workflow Example: → View