Accounts Payable Invoices without Purchase Orders Automation

Client Context

A large healthcare and aged care organisation managing numerous invoices faced operational inefficiencies with invoices that did not include purchase order (PO) numbers. Employees were required to manually locate, process and assign these invoices to the correct folders, creating a repetitive and time-consuming workflow.

The client sought to improve operational efficiency, ensure accurate tracking of non-PO invoices and reduce reliance on manual staff effort.

The Challenge

The client’s process for handling non-PO invoices was operationally constrained:

• Employees manually located invoices lacking purchase orders
• Manual data entry and folder assignment were time-consuming
• A high risk of errors and misplacement of invoices
• Reliance on staff availability limited scalability and efficiency

The Solution

Blackbook AI deployed an RPA-driven automated workflow:

• An RPA robot identified invoices without purchase orders and gathered them from their folders
• UiPath Document Understanding extracted the necessary invoice data and worked alongside Microsoft Dynamics 365
• The robot attached the extracted data to the invoice and moved the files to the correct completed folder
• Automation removed repetitive manual steps while ensuring accurate tracking of all non-PO invoices

The Outcomes

1. FTE Reduction:
   Eliminated the need for employees to manually attach data and assign non-PO invoices
2. Operational Efficiency:
   Automated workflow accelerated processing and reduced delays
3. Improved Accuracy:
   Ensured all invoices without POs were tracked and recorded correctly
4. Scalability:
   Reduced reliance on staff availability, allowing the process to handle higher volumes without additional resources