USA’s 26th Largest Professional Services Firm Streamlines Complex Billing with RPA

Valenta was confronted with a distinct billing challenge within its operating framework, with specific reference to the billing arrangements for their client, a large group company.

The client operates under a consolidated company name and includes various entities, necessitating a billing strategy that accommodates the diverse invoicing requirements under the consolidated company name for all entities involved. However, the assignment of each invoice to different billing contacts, depending on the specific service and entity, means that at the time of invoicing, the billing contact may vary, necessitating manual intervention in the payments and billing platform, Bill.com, to align the invoice with the appropriate billing contact.

The limitations posed by Bill.com’s which permits only a single billing contact per account made this process even more challenging. This not only increases the workload but also raises the potential for errors and inefficiencies as the business relationship expands.

To address this complex billing challenge, Valenta deployed ‘an in-house Robotic Process Automation (RPA) solution, demonstrating its expertise in utilizing technology to solve operational inefficiencies.

This solution was aimed at automating the invoice distribution process to ensure that invoices were sent accurately to the various billing contacts across the client’s subsidiaries.

• INVOICE PROCESSING INITIATION : An RPA bot, specifically created for this task, was set up to monitor Valenta’s invoicing system for outgoing invoices intended for the group company. This bot was programmed to recognize invoices associated with different subsidiaries under the organisation’s umbrella.
• COMPREHENSIVE BILLING CONTACT DATABASE : This bot was equipped with a dynamic database, that listed each subsidiary along with their respective billing contacts and related service information. This enabled the RPA bot to accurately match each invoice with the correct billing contact without needing any manual intervention.
• SEAMLESS INVOICE DISTRIBUTION : Upon identifying the correct billing contact for each invoice, the bot autonomously forwarded the invoice to the designated contact. To enhance communication and maintain transparency throughout the billing process, the bot also included Valenta’s account management and accounts receivable teams in the communication, ensuring that all relevant parties were informed.