Streamlined Profit & Loss Reporting using RPA

The Problem

Responsible for generating profit and loss (P&L) statements, the client’s back office had to aggregate data from all over the organization to summarize revenues, costs, and expenses. Its employees had to regularly refresh over 160 P&L spreadsheets manually to aggregate a joint Power BI report for business analytics, consuming about four work hours several times per week. Apart from being repetitive, refreshing spreadsheets required intense human concentration, inducing weariness, and increasing the probability of errors. To optimize this time-consuming task and reduce errors at the same time, the client leveraged our robotic process automation (RPA) services to introduce back-office automation.

The Solution

Once we decided to improve the efficiency of client’s business operations, we started searching for optimal ways to do so. Our options were to create a whole new system for centralized data input or use back-office automation software. The first option would have required building a proprietary platform from scratch, involving high costs and much time for development, testing, and integration. Therefore, having analyzed existing RPA tools for back-office automation, we opted for UiPath to create a software robot in the shortest time and at minimal expense.
After successful testing, the newly developed software bot took care of back-office robotic automation, minimizing the need for knowledge workers to manually process documents. For example, whereas the client’s colleagues used to open each P&L spreadsheet to mechanically refresh it by hand, now the bot goes through a list of files and performs refresh operations using hot keys. It also nimbly handles all pop-ups that appear on its way.

Results

We leveraged our RPA expertise to offload high-volume tasks from humans to a digital workforce, bringing tangible benefits to the client:
• Two weeks spent on creating a smart bot using back-office automation software to tackle routine operational activities
• At least one worker-day per week is released by employing RPA to make time for efficient use of employees’ intellectual capabilities
• A quick return on investment (ROI) within two months after launching the bot to profit from back-office robotic automation
• Improved team morale thanks to saving employees from dull tasks and boosting their motivation
• Error-free operations are consistently performed by the rule-based robot, whereas humans can easily lose concentration.

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