Where to start with automation and which processes to choose.

The automation downloads incoming invoices from KSeF, stores the XML file together with a PDF rendering in the document repository and identifies the supplier by tax number. Based on posting history it proposes a cost account and cost centre, then routes the document into the right approval path. Invoices without a clear match go to a list for an accountant, with the reason stated.

Systems:

KSeF, ERP, document workflow

Frequency:

several times a day

Outcome:

An invoice enters the workflow the same day, with no manual download and registration.

The automation reconciles the sales ledger with official confirmations and flags documents that received no KSeF number or came back rejected. Where the cause was technical it resends; substantive errors go back to the issuer with the system message attached. Each day closes with a ledger-to-system compliance report.

Systems:

KSeF, ERP

Frequency:

daily

Outcome:

An invoice without a KSeF number surfaces the same day, not during an audit.

The automation matches purchase invoice lines against the order and the goods receipt note: item code, quantity, unit price and delivery terms. Lines that agree within the agreed tolerance go to posting; differing ones are described line by line: a price other than the order, a quantity that does not match the receipt, an invoice with no receipt or a receipt with no invoice. Each case goes to the buyer who owns the order rather than to a shared mailbox.

Systems:

ERP, purchasing module, warehouse

Frequency:

daily

Outcome:

Invoices that agree with the order and the receipt stop queuing, and the discussion covers only real differences.

For services, rentals, transport, licences and utilities there is no goods receipt, so the automation matches the invoice straight to the order or the contract: the rate, the billing period, the hours or units, and whether the cumulative value still fits inside the order. Confirmation that the work was delivered goes to the person who ordered it, and invoices with no order at all are collected on a separate list with the amount and the cost centre.

Systems:

ERP, contract register, approval workflow

Frequency:

daily

Outcome:

Spend with no order, and orders exceeded in value, surface at invoice time instead of at year end.

The automation reads statements delivered through the bank file exchange and, following the agreed posting key, matches payments to invoices using document numbers, amounts and payment descriptions. Matched items are marked as settled in the ERP; for the rest it produces a variance report with a suggested match where only part of the amount agrees.

Systems:

Bank file exchange, ERP

Frequency:

every morning

Outcome:

Receivables are current from the morning instead of lagging several days behind.

The automation pulls the overdue list, splits it by ageing bracket and sends reminders in the tone assigned to each bracket, from a gentle note to a final demand. Letters at the last stage are prepared for approval rather than sent on their own. It records contact history on the customer, pauses sending where an agreed repayment schedule is running, and prepares a decision list for finance.

Systems:

ERP, e-mail

Frequency:

daily or weekly

Outcome:

A reminder goes out the day a term is breached, regardless of team workload.

The automation produces balance statements as at a given date, sends them for confirmation, collects replies and records in a register which items are confirmed, disputed or unanswered. After a set period it sends reminders and tabulates discrepancies with the amount difference for accounting.

Systems:

ERP, e-mail

Frequency:

quarterly and before year-end

Outcome:

Balance confirmation stops being a multi-week campaign before year-end.

The automation pulls overdue payables from the ERP, groups them by budget owner and hold reason, then notifies the people responsible. It separately highlights items where the company is losing an early payment discount or risking interest.

Systems:

ERP, e-mail

Frequency:

daily

Outcome:

Interest and lost discounts stop being an accidental cost.

The automation reads transaction statements, assigns operations to users and cost centres, classifies spending by category and reconciles it with submitted invoices and receipts. Employees with missing documents get personal reminders listing the specific transactions, and the complete set is prepared for posting.

Systems:

Bank transaction files, ERP, e-mail

Frequency:

monthly

Outcome:

Month-end no longer waits for the last few receipts.

The automation checks that a travel claim is complete, covering tickets, accommodation, per diems and exchange rates, compares items against the travel policy and flags limit breaches. It prepares data for posting and reminds employees with outstanding claims, listing the open trips.

Systems:

Travel system, ERP, central bank rates

Frequency:

weekly

Outcome:

Policy breaches surface at settlement, not during an audit.

The automation maps the chart of accounts against the tags required by the ledger structure and points out accounts without a tag and fixed assets with missing fields. It generates a test file, runs it through the validator and hands over a list of gaps. The check repeats monthly so that gaps do not pile up before the filing deadline.

Systems:

ERP, tax authority validator

Frequency:

monthly, filed annually

Outcome:

Tags and asset data stay ready all year instead of being fixed at the deadline.

The automation prepares data from source systems, logs in to reporting portals, fills in forms and downloads submission confirmations, which it files with the case. It keeps an obligations calendar, warns ahead of each deadline and marks the filing as closed once submitted.

Systems:

Reporting portals, ERP, document repository

Frequency:

monthly, quarterly, annually

Outcome:

Deadlines are tracked by the automation's calendar, not by one person's memory.

The automation runs the repeatable close steps: reconciles control accounts against subledgers, checks that documents in the workflow are complete, drafts accrual calculations by rule for approval and publishes checklist status. Items that do not agree are listed with the difference and the system where it originated.

Systems:

ERP, reconciliation sheets, document workflow

Frequency:

monthly

Outcome:

The team works on differences instead of hunting for them.

The automation takes the receipts issued by the payer application and the cyclical reports the institution provides, checks their status and files them by period and document type. It reconciles the set against the list of submitted declarations and reports gaps to HR with the declaration they relate to.

Systems:

Payer application, network drive, e-mail

Frequency:

daily

Outcome:

A complete set of receipts is ready for inspection without reconstructing history.

After an HR decision the automation creates accounts, raises access requests, generates a document pack from templates, assembles the personnel file and notifies the teams preparing the workstation, equipment and training. On departure it reverses the sequence and reports the closure of every checklist item.

Systems:

HR system, Active Directory, document repository

Frequency:

on every HR change

Outcome:

Access is ready for the date HR gives and is closed the same day someone leaves.

The automation compares rosters, time registration and the data handed to payroll, spots discrepancies in overtime, allowances and absences and passes the list on for clarification. Once approved it loads the complete data set into the HR and payroll system before calculation; the calculation itself stays in the payroll system.

Systems:

Time registration, HR and payroll system, roster sheets

Frequency:

monthly, before payroll run

Outcome:

Post-payroll corrections become the exception.

The automation checks the HR system for expiring occupational health certificates, fills the referral template with employee data and workplace hazard factors, then sends it to the employee and their manager. It follows up after a set period and escalates if the examination is still outstanding before expiry.

Systems:

HR system, document templates, e-mail

Frequency:

weekly

Outcome:

An expiring certificate is known in advance, not on the day someone cannot start work.

The automation reads reports from forms and e-mail, creates a register entry, notifies the safety officer and managers and tracks the deadlines for accident documentation. Monthly it compiles incidents by location, cause and consequence.

Systems:

Report forms, safety register, e-mail

Frequency:

continuous, monthly report

Outcome:

Recurring causes show up in the report rather than after the next accident.

The automation maintains a register of training and licence validity, notifies the employee, manager and training team in advance, books places with external providers and files certificates. It also produces a list of people who cannot be assigned to a task without renewal.

Systems:

HR system, training provider portals, e-mail

Frequency:

weekly

Outcome:

Shift planning stops colliding with an expired licence.

The automation takes data on new medical certificates from the channel provided to the payer, creates the absence in the HR system, updates the roster and notifies the manager about the period. It flags cases needing a decision, such as sick leave overlapping planned holiday.

Systems:

Payer side e-ZLA data, HR system, rosters

Frequency:

daily

Outcome:

The roster reflects actual staffing the same day.

The automation identifies employees reaching auto-enrolment, prepares registrations, records opt-outs and generates monthly contribution files for the financial institution. After submission it collects confirmations and reconciles amounts against payroll.

Systems:

HR and payroll system, provider portal

Frequency:

monthly

Outcome:

Enrolment dates and contribution files stop being manual work every month.

The automation links invoices to new and existing assets, prepares bulk component additions from a spreadsheet and transfers assets under construction into the target register once the investment closes. Every run is confirmed by a control report listing the inventory numbers created.

Systems:

ERP, fixed assets module, spreadsheets

Frequency:

monthly

Outcome:

Depreciation starts in the month of acceptance, with no registry lag.

Based on approved requests the automation carries out value increases and changes to depreciation rates, tax rates and cost centres, item by item with a log entry for each. The result is confirmed by a report comparing the state before and after.

Systems:

ERP, fixed assets module

Frequency:

on changes and at year-end

Outcome:

A change across hundreds of items takes one evening, not a team a week.

The automation compares count sheets with the ERP register, identifies missing items, surpluses and assets in the wrong location, then prepares discrepancy protocols for approval. It also tracks the stocktake schedule across locations.

Systems:

ERP, count sheets, barcode scanners

Frequency:

annually, rolling through the year

Outcome:

The discrepancy protocol is ready on count day, not weeks later.

The automation tracks inspection, insurance and testing dates, reminds vehicle users and files the certificates. In parallel it logs in to fuel supplier portals, downloads transaction statements, assigns them to vehicles and cost centres and prepares data for posting.

Systems:

Fleet register, fuel supplier portals, ERP

Frequency:

weekly and monthly

Outcome:

Inspection and policy dates are known in advance, not during a roadside check.

The automation collects requisitions from forms and e-mail, enriches them with budget data and the price history of the same item, routes them for approval by value thresholds and, once approved, creates the order in the ERP and sends it to the supplier. It chases missing delivery date confirmations.

Systems:

ERP, approval workflow, e-mail

Frequency:

daily

Outcome:

The order goes out the same day and price history is at hand when approving.

The automation follows published industry indices, commodity and energy quotations and freight rates, and checks availability and stated lead times for key items in the supplier portals the company uses. It sets this against its own costs, stock levels and the level assumed in the budget, calculates the deviation and shows what changed since the previous run. Purchasing gets a signal when a threshold is crossed, and planning a list of items whose lead time has stretched enough that the order has to go earlier.

Systems:

Published indices and quotations, the company's supplier portals, ERP

Frequency:

daily or weekly

Outcome:

A rising index or a longer lead time shows up on the day it is published, not at the next order.

The automation builds the list of items expected in a period from contracts, orders and the settlement calendar, then compares it with what has actually arrived: progress reports, timesheets, acceptance protocols, statements and insurance policies. A reminder goes only to the employee or subcontractor with a gap, naming the item and the deadline, and after another run with no response the case goes to the contract owner. Gaps that payment depends on are listed separately before the payment batch is released.

Systems:

Contract and order register, document repository, e-mail

Frequency:

weekly and before period close

Outcome:

A reminder reaches only those actually missing something, so it stops being a bulk mail to everyone.

The automation reads order confirmations arriving by e-mail and from supplier portals, compares them with the order in the ERP and flags differences in price, quantity and delivery date. Matching confirmations are recorded against the order, differing ones go to the buyer with the line marked, and orders left unconfirmed are chased with the supplier after a set time.

Systems:

ERP, e-mail, supplier portals

Frequency:

daily

Outcome:

A pushed delivery date shows up on the day it is confirmed, not on the day the goods fail to arrive.

The automation pulls shipments without proof of delivery from the ERP, logs in to carrier portals, searches by dispatch document number and downloads the confirmation files. They are filed in a structure linked to the sales document, and shipments still unconfirmed after a set period are raised as claims.

Systems:

ERP, carrier portals, repository

Frequency:

daily

Outcome:

Proof of delivery is at hand when a customer disputes an invoice.

The automation links the goods issue note with the consignment number registered at the carrier, records it on the sales document and, once delivered, adds the proof of receipt. Shipments with an incomplete set are listed with the reason: a goods issue never dispatched, a parcel sent with no goods issue, or no proof of delivery after the declared transit time.

Systems:

ERP, carrier portals, repository

Frequency:

daily

Outcome:

The paperwork needed for a claim or an audit is gathered at dispatch instead of being reconstructed months later.

The automation takes planned shipments from the ERP and notifies customers with the date, carrier and waybill number, choosing template and language to match the recipient. Send confirmations are filed with the document and invalid addresses are reported for correction in the master data.

Systems:

ERP, e-mail

Frequency:

daily

Outcome:

The customer has the date and the consignment number before calling to ask about delivery.

The automation checks shipment statuses with carriers, spots holds, returns and breaches of the declared delivery time and raises claims with the full document set. It keeps a case register and tracks the carrier's response deadlines.

Systems:

Carrier portals, ERP, claim register

Frequency:

several times a day

Outcome:

Claims reach the carrier within the contractual window, not after it.

The automation splits the carrier invoice into lines, matches them to individual shipments by consignment number and compares the rate with the agreed tariff, the declared weight and the pallet count. Matching lines are prepared for posting, while fuel surcharges, weight corrections and extra fees with no basis in the tariff are compiled into a claim to the carrier.

Systems:

ERP, carrier tariff, carrier portals

Frequency:

per invoice, monthly settlement

Outcome:

Extra fees are checked shipment by shipment instead of being accepted in bulk.

The automation creates transport declarations from dispatch documents, adds vehicle registration and carrier details, retrieves reference keys and passes them to drivers and recipients. It monitors open declarations and prompts for completion before the deadline.

Systems:

Customs platform, ERP, e-mail

Frequency:

with every transport

Outcome:

The declaration is complete before the vehicle leaves the site.

The automation pulls cost and stock data from source systems, compares it with plan and norms, calculates variances and prepares a report for controlling and logistics. It highlights items needing a decision: stock ageing beyond a threshold, shortfalls below minimum and budget overruns.

Systems:

ERP, warehouse system, data warehouse

Frequency:

weekly

Outcome:

Ageing stock is visible while it can still be sold.

The automation logs in to customer booking portals, reserves time slots in line with the dispatch plan, enters vehicle and pallet details and downloads booking confirmations. Slot changes made by the customer are reflected in the plan and passed to transport.

Systems:

Booking portals, ERP, transport plan

Frequency:

daily

Outcome:

Time slots are booked as soon as a shipment is planned.

The automation monitors the order mailbox, reads documents in PDF, spreadsheet or message body and recognises item codes, quantities and delivery terms. It checks completeness and price list consistency, prepares an import file and returns incomplete orders to the salesperson with the item in question marked.

Systems:

E-mail, ERP, price list

Frequency:

continuous

Outcome:

An order is in the system within minutes, including outside working hours.

The automation runs reports in the ERP and analytics system, downloads the files, merges them with spreadsheet and customer portal data, then distributes the results to sales and management in the agreed format. It checks data completeness and flags sources that were not refreshed.

Systems:

ERP, analytics system, spreadsheets, e-mail

Frequency:

daily and monthly

Outcome:

The report is ready before the morning briefing, always in the same layout.

The automation loads supplier price lists in various formats, recalculates them using agreed margins and exchange rates, compares them with current prices and prepares a change list for approval. Once approved it updates the ERP price list and publishes a version for the sales team, keeping change history.

Systems:

Supplier spreadsheets, ERP, repository

Frequency:

monthly or on change

Outcome:

Sales quote current prices and every change has a documented history.

The automation receives enquiries from the web form, e-mail and industry portals, creates a case in the sales system, matches the customer in the database and assigns an owner by region or industry. It confirms receipt to the sender and escalates cases with no response within the agreed time.

Systems:

Web form, e-mail, sales system

Frequency:

continuous

Outcome:

Every enquiry has an owner and a time of arrival, including those landing out of hours.

For a given list of companies the automation reaches into public sources: business registers, the financial statements repository, official gazettes and tender portals. It fills the record with legal form, activity codes, connected people and selected figures from the latest statements, and lists changes since the previous run separately. The data feeds the prospect list in the CRM and the trade credit assessment.

Systems:

Business registers, statements repository, tender portals, CRM

Frequency:

weekly

Outcome:

Sales and finance work from the same current company data, with no manual browsing of registers.

The automation logs in to key customers' supplier portals, downloads new orders, schedules and demand forecasts, converts them to the ERP format and loads them. Changes to existing orders are presented as a difference list for production planning.

Systems:

Customer portals, ERP

Frequency:

several times a day

Outcome:

Planning works on current demand without manual re-keying.

Driven by HR events, the automation creates, modifies and disables accounts in the directory, mail, remote access and business applications, documenting every operation. It periodically reconciles active accounts against headcount and reports orphaned accounts.

Systems:

HR system, Active Directory, business applications

Frequency:

continuous, monthly review

Outcome:

No access remains after a leaver, which is the first thing an audit checks.

The automation monitors data exchange queues, detects documents stuck in interfaces and safely retries processing where the cause is transient. Other cases go to the relevant team with the error description and document identifier, and recurring causes are summarised weekly.

Systems:

Integration bus, ERP, line-of-business systems

Frequency:

hourly

Outcome:

An interface jam surfaces within an hour instead of at month-end.

The automation walks through key business scenarios in the test environment after each update, compares results with expectations and reports deviations with screenshots from the point of failure. The scenario set grows with each defect found, so every fixed bug stays guarded.

Systems:

ERP test environment, Testto QA

Frequency:

after every update

Outcome:

A system update stops being a decision taken blind.

The automation checks expiry dates for TLS certificates, electronic signatures, domains and software licences, notifies owners in advance and raises a renewal task. It maintains a single obligations list with dates, cost and the person responsible.

Systems:

Asset register, ticketing system, e-mail

Frequency:

daily

Outcome:

An expired certificate stops being the cause of a Friday evening outage.

The automation collects items from the electronic delivery mailbox, downloads proof of receipt, identifies the sender and case type, then creates a correspondence register entry and routes the document to the right team. It tracks response deadlines from the delivery date and warns as they approach.

Systems:

Electronic delivery mailbox, document repository, e-mail

Frequency:

daily

Outcome:

The deadline runs from day one and the letter reaches the right person immediately.

The automation receives the request from a form or e-mail, opens a case with the deadline counted from the day it arrived and searches for the person across the systems listed in the record of processing activities: HR, sales, service desk and the document repository. It lists where the data appears, with the legal basis and the retention period, and for an erasure request prepares the items to close plus, separately, those that may not be deleted. The reply is drafted from a template and executed once the data protection lead approves.

Systems:

Form and e-mail, record of processing activities, line of business systems

Frequency:

per request

Outcome:

The response deadline runs from day one and the list of places holding data is not assembled from memory.

The automation assembles monthly and quarterly reporting packs from prepared sources, formats them to the template, carries over the previous period's commentary as a reference point and distributes them to recipients. The set is archived with date and version.

Systems:

ERP, line-of-business systems, repository, e-mail

Frequency:

monthly and quarterly

Outcome:

The pack is ready on the same working day every month.

The automation issues waste transfer notes from collection orders, confirms transports, updates records with actual weights from weighbridge tickets and ensures no note stays open. Ahead of the annual report it compiles the data in the required layout.

Systems:

Waste database, weighbridge system, ERP

Frequency:

with every collection

Outcome:

Records agree with weighbridge tickets throughout the year.

The automation reads fuel and energy consumption from invoices and registers, consolidates it by emission source, calculates reporting values and completes the forms in the reporting systems. It archives confirmations and keeps a deadline calendar with advance warnings.

Systems:

Reporting systems, ERP, repository

Frequency:

annually, data gathered monthly

Outcome:

Report data is gathered all year instead of being reconstructed at the deadline.

The automation periodically checks key customers against insolvency and restructuring registers and official court and business notices, reporting changes to finance together with the current exposure. For new customers it runs the check before a trade credit limit is granted.

Systems:

Court registers, ERP, e-mail

Frequency:

weekly

Outcome:

News of a customer's trouble arrives before the next shipment on credit.