A Global Leader in Optimized Resource Management Transformed HR Onboarding and Accounts Payable Processes with RPA

Meet our Client:

Founded in 1853 and headquartered in France, our client leads in ecological transformation across water management, waste management and recycling, energy management, and environmental consulting. Operating globally, they serve both public and private sectors, focusing on developing, preserving, and replenishing resources.

Problem Statement:

HR Onboarding Process:

With a substantial rise in the number of employees each year, the client’s HR department struggles with the onboarding process. The current process involves handling multiple applications and documents from numerous applicants, utilizing various tools, which complicates HR operations. The manual
processing of these applications results in inefficiencies, making it difficult for HR teams to manage their time effectively and handle the tremendous volume of transactions.

Accounts Payable:

The Accounts Payable (AP) team is overwhelmed by the volume of invoices, which arrive at a rate double their processing capacity. This has led to a backlog of 25,000 invoices accumulated over the past year, with the figure growing daily. The admin-heavy nature of handling invoices directly impacts customer experience. With staff members already working at full capacity, the client seeks alternative solutions to alleviate operational strain and enhance overall efficiency without overburdening their staff.

The client evaluated the operational processes for cost, speed, quality and staffing. RPA was chosen as a solution to this problem and was looking out for an RPA implementation partner who could ease the process and bail them out of these challenges and hence met Zuci.

Business Goals:

Magnify speed and quality of HR processes multifold times

Minimize the manual efforts and errors in processing onboarding-related applications

Decrease backlog of invoice accumulation

Facilitate faster processing of inbound invoices

Scale down business risks and the time to implement RPA

How Zuci Helped?

Zuci RPA team identified the scope of automation and offered the strategy to realize a good return on investment on RPA. Our team diagnosed workflow processes that need to be automated during the scope of the study.

Account Payables

Our RPA team developed four automated bots using the UiPath RPA tool to manage tasks that were previously performed manually for processing invoices, including making business decisions for each case. Here’s how the system operates:

Scanning and Categorizing Invoices:

Invoices are scanned into a tool, Dataserv.

The bots extract important information from these invoices and categorize them into four types - With Purchase Order, Without Purchase Order, Check Request, or Wire Request.