Before automation, the AP team manually downloaded and validated invoice attachments from emails before processing them inside Ariba.

Each invoice type—whether PO-based, contract-based, or non-PO—required a

distinct workflow involving distinct validation rules, input requirements, and

regulatory obligations.

Such process complexities resulted in a long cycle time and introduced frequent

opportunities for human error. 

Moreover, there were significant variances in the way each entity was handling the invoices, leading to a lack of standardization and potential compliance risks.

Some of the key challenges with the as-is process include:

1. Process Inefficiencies

• Tedious, repetitive tasks

• Increased workload during peak periods

• Long processing time leading to lower vendor satisfaction with AP team

2. Operational Visibility and Control

• Inconsistent processing of invoices across entities

• No real-time visibility into processing status

• Limited traceability and auditability

3. Risk and Compliance

• High error rate due to human errors

• Concerns over non-compliance

Despite the clear inefficiencies, the client’s initial attempt at automation fell short.They implemented an Optical Character Recognition (OCR) solution from a legacy provider, but its rigid limitations hindered success. 

The system required custom templates for each supplier—an unfeasible approach given the volume and variability of incoming invoices. Disheartened, the team reverted to manual processing. As invoice volumes continued to grow, the AP team struggled to cope, often working overtime to meet month-end deadlines.