From Excel Hell to Automated Invoicing: How a Logistics Company Reclaimed 40 Hours a Month
What was slowing them down.
A regional logistics company was processing 300+ vendor invoices per month entirely by hand. Three staff members spent two full days each month reconciling carrier statements, cross-referencing shipment records in a spreadsheet, and manually keying data into QuickBooks. Errors were common — duplicate payments, missed credits, and incorrect coding — and the resulting supplier disputes were straining relationships with their three largest carriers.
The solution.
We mapped the existing invoice workflow and identified that 87% of invoices followed a standard format from five carriers. We built an RPA bot that monitors a dedicated email inbox, extracts line-item data from PDF invoices using template-based recognition, validates entries against the shipment record in their TMS, and posts approved invoices directly to QuickBooks. Exceptions and mismatches are flagged to a single reviewer via a daily digest email rather than interrupting workflow continuously.
- Monthly invoice processing time reduced from 2 days to under 4 hours (a 90% reduction)
- Invoice error rate dropped from 12% to under 1%, eliminating $9,400 in annual duplicate payments
- Three staff members reallocated to customer operations, generating an estimated $18,000 in additional annual capacity
- Carrier disputes resolved 3x faster due to complete audit trail on every transaction
“We knew we were wasting time on invoicing but didn't realize how much until Genese showed us the numbers. The bot runs every morning before anyone arrives and by 8am our payables are processed. My accounts team now focuses on customers, not spreadsheets.”
Operations Director
Regional Logistics Company, Maryland
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