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Invoice Processing Automation (RPA) in the Property Management sector.

Leading the way in property management in New Zealand with the Automation of their Invoice Processes.

OCH’s Client is a leading property management franchise business that has been in business for 30+ years. The have a rich 30+ year history in Auckland having housed many thousands of Kiwi’s and cared for many hundreds of clients and their homes during this time. They own three of the Auckland Franchises and have just taken over a fourth.  They manage approximately 1000 properties and process on average 400 + invoices per month  

Customer problem 

Severely affected by the Covid-19 lockdowns with staff needing to work remotely and staff shortages.  Their staff were over worked and struggling to keep up with the pace of the housing market.   

They needed to automate some of their business’s admin tasks, to free up staff to perform more value-add work and service other business areas.   

Our client also needed to increase efficiency in some of their accounting areas and minimize downtime. 

RPA Solution

We worked with our client to understand their business process flows and see which admin tasks could be automated with as little disruption as possible and in a timely manner. The automation solution identified in this review was the Invoicing function. 

BOT automation technology would be setup and deployed to carry out the Invoicing tasks and this would free up staff to focus on business development and other value-add activities. 

The implementation approach key objectives included:  

  • Set up BOT user ID, Demo environment for BOT to run testing and access to emails and ERP system   
  • Carry out discovery workshops with our client to determine and document the current invoicing process and complete initial business rules documentation   
  • Define the future process (automated) for the BOT, demo BOT in action and get client feedback   
  • Engineer final solution, incorporate client feedback from initial demo, and complete testing of BOT in Demo environment   
  • Controlled Go-live of the BOT in the Live environment, including the on-boarding of new suppliers and hand over to Managed services.  

 

Using the Agile Framework to project manage the implementation it was identified from the feedback sessions that a central ticketing system platform would greatly enhance the solution once it was operational. 

The central ticketing system provide the ability for the client to update business rules and raise issues in real-time.  The BOT would also log all exceptions on the Platform and the client would provide feedback that the BOT would review and implement. 

Results 

The BOT automation of our Clients Invoice function has allowed staff to focus on Business Development and manage client accounts more efficiently.  

The invoicing process was streamlined, standardised and documented.  This has resulted in a dramatic decrease in handling errors and cost savings to the business.   

The automation of the invoicing function has led to an overall increase in efficiency and reliability, along with minimized downtime.  

 After the positive results of this implementation, we templated the process to simplify and streamline future implementations as confirmed by the addition of the fourth branch.  The process is now what we refer to as “Wash, Rinse, and Repeat” with minimal disruption to the business and employees. 

Contact us today to automated your invoice process and start reaping the benefits.

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