Case Studies

About the client

• Our client is a leading logistics company renowned for providing comprehensive transportation and supply chain solutions.

• With a commitment to technological innovation, the company aims to enhance operational efficiency and data accuracy.

Objective

Streamline the data entry process for Bill of Lading (BOL) documents.

Goals :

• Improve accuracy of data entry.

• Enhance efficiency in processing.

• Ensure compliance with industry standards.

• Reduce turnaround time to 12 hours

Challenges

• Handwritten Bill of Lading (BOLs) varied in quality and legibility.

• Illegible handwriting and smudges hindered manual entry.

• Inconsistent formats increased processing time and errors.

• Risk of compliance issues due to data inaccuracies.

• Invoices from multiple offices of global company linked to

• different Accounts Payable offices

• 26 Invoices in multiple languages.

Problem Statement

• Previous vendors struggled to scale with fluctuating invoice volumes, leading to inefficiencies.

• Maintaining strict accuracy and deadlines was a consistent challenge.

• Financial risks emerged due to potential inaccuracies in invoice data processing.

• The client required a reliable partner to ensure compliance with Service Level Agreements (SLA) for accuracy and timely processing.

Proposed Solutions

• Pilot Phase: Conducted an intensive two-month pilot to demonstrate capability in meeting accuracy standards and seamless integration with the client’s platform.

• Quality Control: Established a dedicated Quality Control team to identify workflow anomalies and create a roadmap for handling exceptions.

• Validation Testing: Developed a tailored program for validating completed XML files to ensure compatibility during the import process.

• Staffing Optimization: Optimized shifts and staffing to manage volume surges of up to 75%, ensuring timely processing of invoices.

Results

• Volume Processed: Over 33,000 Bill of Lading (BOL) documents processed within a span of 3 weeks.

• Data Points Extracted: 11 critical data fields extracted for each Bill of Lading (BOL) entry.

• Accuracy Rate: Achieved an accuracy rate exceeding 99.7%, significantly higher than manual data entry accuracy.

• Efficiency Gains: • Streamlined processing reduced the time taken for data entry. • Enhanced data consistency across the logistics chain

• Operational Impact: Improved overall operational efficiency. Reduced likelihood of errors, mitigating compliance risks.

• Industry Positioning: Established the client as a leader in adopting innovative solutions within the logistics industry, setting a new standard for accuracy and efficiency in document processing.

Recommendations

• Continue leveraging OCR technology for document processing.

• Invest in ongoing training and refinement of the system to adapt to evolving data formats.

• Maintain a robust feedback mechanism to support continuous improvement and enhance data accuracy.

• Regularly assess and update the data entry processes to align with industry best practices.

Conclusions

• The automated data entry system successfully processed over 33,000 Bill of Lading (BOL) documents in just three weeks, achieving an accuracy rate exceeding 99.7%.

• This implementation not only improved operational efficiency and reduced processing times but also positioned the logistics company as a frontrunner in adopting innovative solutions, setting a new industry standard for document processing accuracy and efficiency.

About the Client

• The client is a pioneer in automating manual accounts payable workflows, offering end-to-end services that help businesses streamline invoice processing, reduce overhead costs, and achieve financial benefits through timely payments and rebates.

Objective

• Manage high-volume accounts for major UK banking institutions

• Process invoices uploaded between 5:00 PM and 2:00 AM, ensuring completion by the next morning.

• Maintain over 99.5% accuracy in invoice data to ensure financial integrity.

Challenges

• Scale to accommodate fluctuating invoice volumes, particularly during peak periods.

• Ensure strict adherence to Service Level Agreements (SLA) for accuracy and timely processing.

Problem Statement

• Previous vendors struggled to scale with fluctuating invoice volumes, leading to inefficiencies.

• Maintaining strict accuracy and deadlines was a consistent challenge.

• Financial risks emerged due to potential inaccuracies in invoice data processing.

• The client required a reliable partner to ensure compliance with Service Level Agreements (SLA) for accuracy and timely processing.

Proposed Solutions

• Pilot Phase: Conducted an intensive two-month pilot to demonstrate capability in meeting accuracy standards and seamless integration with the client’s platform.

• Quality Control: Established a dedicated Quality Control team to identify workflow anomalies and create a roadmap for handling exceptions.

• Validation Testing: Developed a tailored program for validating completed XML files to ensure compatibility during the import process.

• Staffing Optimization: Optimized shifts and staffing to manage volume surges of up to 75%, ensuring timely processing of invoices.

Results

• Increased Processing Capacity: Initially processing just 50 invoices daily, the partnership expanded to an average of 3,500 invoices per day, with peak volumes reaching 5,000 at the beginning of each month.

• Adaptability: The team effectively managed volume surges of up to 75%, especially during peak periods, by optimizing shifts and staffing.

• Timely Delivery: Consistently delivered completed invoices within 10-12 hours for UK clients, meeting the SLA requirements.

• Accuracy Achievement: Maintained an impressive accuracy rate of over 99.5% on indexed information, ensuring financial integrity for partners.

• Operational Efficiency: Successfully indexed approximately 8,000 data points every night, facilitating seamless integration with the client’s platform.

• Scalable Solution: The offshore team leveraged time zone advantages to provide uninterrupted service, effectively supporting urgent overnight processing needs.

Recommendations

• Continuously monitor and refine the Quality Control processes to sustain accuracy levels.

• Invest in further automation technologies to enhance efficiency in invoice processing

• Maintain flexible staffing strategies to adapt to fluctuating invoice volumes, particularly during peak periods.

• Regularly review the pilot phase outcomes and adapt strategies as necessary for ongoing improvement.

Conclusions

• ecobpo has successfully scaled its invoice processing capabilities, achieving significant growth in daily invoice volumes while maintaining high accuracy. This partnership illustrates the effectiveness of strategic planning and operational execution in meeting the stringent demands of the accounts payable industry.

About the Client

• The client is a company that was experiencing significant operational inefficiencies in their project management process.

• Managing projects from receipt to final delivery and billing required substantial manual labor, which increased the risk of errors and delays.

• The client sought a more streamlined, efficient way to manage projects across multiple departments and improve collaboration.

Objective

• The primary objective was to develop a custom web application to streamline and automate the entire project management workflow, from project initiation to final delivery and billing.

• This would reduce manual intervention, minimize errors, enhance collaboration, and improve overall operational efficiency.

Challenges

• Manual Processes: The existing project management system involved extensive manual work across various departments, leading to high labor costs and increased risk of mistakes.

• Cross-Departmental Coordination: The need for better coordination and communication between departments was critical to ensure timely project delivery.

• Resource Allocation: Managing resources effectively and efficiently was a challenge, as real-time insights were not available.

• Financial Oversight: The billing process was cumbersome and time-consuming, requiring significant manual intervention to manage and track payments.

• Inefficiency and Time Wastage: Employees spent a considerable amount of time on routine tasks that could be automated, leading to decreased productivity and strategic focus.

Problem Statement

• The existing manual system for project management was inefficient, error-prone, and required a large amount of labor from multiple departments.

• The company needed a solution that would automate key processes, improve communication, optimize resource allocation, and simplify financial management, all while reducing the risk of errors and saving valuable time.

Proposed Solutions

• Customized Web Application: The solution involved the development of Digital Solutions, a customized web application designed to streamline project management processes from end to end.

• Automated Modules:

  – Dashboard: An interactive dashboard that provided real-time project insights for better decision-making and resource allocation.

  – Client Management Module: A module for managing client information, improving client communication and tracking project progress.

  – Project Tracking Module: Automated project tracking to help ensure timely delivery and reduce manual intervention.

  – Volume Management Module: Automated volume management to optimize resource usage and project throughput.

  – Partner Management and Discussion Forums: A module to enhance collaboration between internal teams and external partners, ensuring smooth project execution.

  – Billing Database: A simplified billing system that integrated financial data, allowing for bulk data uploads and streamlining financial processes.

Results

• Time Savings: The implementation of Digital Solutions resulted in the reduction of manual effort, saving an estimated 800-1,000 hours per month.

• Reduction in Resource Requirements: The automation enabled the company to reduce the need for 4-5 full-time employees, significantly lowering operational costs.

• Improved Efficiency: The streamlined processes allowed teams to focus on strategic tasks rather than routine administrative work.

• Increased Accuracy: With fewer manual processes, the risk of errors in project tracking, billing, and resource allocation was minimized.

• Better Collaboration: The Partner Management Module and Discussion Forums enhanced communication across departments, ensuring smoother project flow and timely deliveries.

Recommendations

• Continuous Monitoring: Regularly assess and monitor the performance of the system to ensure that it continues to meet the needs of the company as the business grows.

• User Training: Ongoing training for employees to ensure they are maximizing the use of all features and capabilities of the Digital Solutions platform.

•  Scalability: Consider future scaling of the application to accommodate larger projects, more clients, and additional functionality as the business expands.

• Integration with Other Tools: Explore the potential for integrating Digital Solutions with other enterprise systems to create a seamless end-to-end experience.

Conclusions

• The implementation of Digital Solutions successfully addressed the inefficiencies and challenges faced by the company in managing projects.

• By automating key workflows and enhancing collaboration, the application streamlined operations, reduced manual effort, and provided valuable time savings.

• This not only improved day-to-day operations but also freed up resources for more strategic initiatives, positioning the company for long-term growth and success.

• Digital Solutions has become an essential tool in the company’s project management ecosystem, delivering both operational and financial benefits.