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Case Study

Efficient Bookkeeping with RPA for CPA Firms

Case Study

Spotlight

Industry

Accounting

Location

Greenville, South Carolina

Services

Robotic Process Automation (RPA)

The Challenge

The client had an offshore center in the Philippines where a team manually handled bookkeeping transactions for their clients. They needed to achieve higher efficiency, reduce error rates, and free up resources for more complex accounting activities. Hence, they sought a solution to manage their routine bookkeeping transactions, involving applications such as QuickBooks Online, Practice Protect, Bill.com, and bank portals.

Key Business Outcomes & Results

  • Reduced Manual Reconciliation Time: Decreased time spent by the offshore team on manual reconciliation tasks.
  • Improved Transaction Efficiency: Reduced average transaction time and overall time taken to reconcile each account.
  • Increased Bot Efficiency: Improved bot’s efficiency from 45% to 70% over time.
  • Virtual Staff Integration: Introduced a virtual staff arrangement, including a part-time bookkeeper, to handle non-routine transactions and provide human intervention where necessary.
  • Enhanced Operational Efficiency: Combined deployment of bot for routine transactions and virtual staff for complex tasks, resulting in higher overall efficiency levels.
  • Optimized Resource Utilization: Reduced offshore team’s labor utilization rate by leveraging automation and virtual staff solutions.
The Solution

Through detailed analysis with the client’s team, Valenta quickly identified repetitive tasks within the bookkeeping process that were prime candidates for automation.

The team proceeded to implement a 3-hour bot leveraging UI Path to automate routine transactions for key accounts.

Now instead of a human, a bot accessed applications such as QuickBooks Online, Practice Protect, Bill.Com, and bank portals for transaction reconciliation. This included managing bank transfers, credit card payments, direct expenses, and month-end reconciliations efficiently, significantly enhancing overall efficiency and accuracy.