Invoice Reconciliation Between Supplier Portal & ERP

Finance teams manually reconcile over 40,000+ invoices annually, consuming approx. 8,000+ hours. This high-volume, repetitive, and error-prone process presents a clear opportunity for automation to improve accuracy and efficiency. Invoices came from multiple suppliers and had different formats that needed to be handled. Significant manual effort and rework owing to errors, and non-consistent methods of processes.

Business Challenges

• High volume of invoices from multiple suppliers
• Different invoice formats (PDF, Excel, Image)
• Manual data entry into ERP
• Delayed Reconciliation
• Missing or Duplicate Invoices
• Lack of real-time visibility

Solution Highlights

• Automated download of invoices from supplier portals.
• Intelligent document processing (IDP) using UiPath Document Understanding.
• Auto-comparison of invoice data with ERP PO data.
• Exception report for mismatch cases.
• Automated ERP updates for matched invoices.
• Notification to suppliers for dispute cases.
• Audit-ready logs & proof for all transactions.

Business Outcome

8,000+ manual hours saved annually, and Turnaround time reduced from 10 days to 2 days for invoice reconciliation with 98% success rate in straight-through processing of clean invoices. 99% accuracy achieved in invoice-to-PO matching and 100% audit compliance readiness with traceable logs. A 95% reduction in payment disputes with vendors.