DALLAS, TX - July 25, 2022 - Leading accounts payable (AP) automation solutions provider Hermes, a product of Calpion Inc. successfully reduced a client’s AP costs by 90%.

A large catering and hospitality company, the client recently experienced rapid growth that added complexity to its AP processes. Hermes successfully reduced data errors in invoices and purchase orders while standardizing the AP management process to shorten turnaround time and eliminate backlogs and delayed payments.


“The client used to process invoices the traditional way. Their old AP system was complex and unsustainable, impeded by limited resources and manual data sources. To solve these issues, we designed an automated Robotic Process Automation (RPA) system that would scale their invoice processing capacity and make it more efficient without increasing operational costs,” explained Thomas John, Calpion CEO.

Before implementing the RPA automation solution, the client processed and scheduled over 17,000 paper-based manual invoices from vendors and suppliers each month. Two full-time employees processed these invoices four times a day, retrieving invoice information from a PDF file received from emails and then converting them into XML with Microsoft Excel.



This tedious and error-prone process resulted in unstructured data that required manual input before going into the database. It took around 8 minutes to complete every invoice. The employees also spent plenty of time sorting unprocessed invoices, resulting in duplicate processing.


“Hermes planned and designed the customer’s RPA transformation roadmap and built unattended bots to provide an end-to-end solution,” explained Thomas. “An error code is generated if the bot cannot process a data element or if there are missing data points in the invoice, alerting an authorized employee to process it manually.”

Hermes’ automated invoice management software solution now allows the client to process invoices on the same day, eliminating backlogs and cutting processing time to 10 days. It works 24/7 and has been shown to improve data transparency, accessibility, and communication, resulting in better vendor relationships and customer service.

MEDIA CONTACT
Thomas John
Calpion
Tel: (469) 242-6053
Email: [email protected]
4835 LBJ Freeway, Suite 300,
Dallas, TX 75244