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Mechanical engineers reduce time spent in invoice receipt by >30% through process automation

Mechanical engineers automate their invoice receipt with Novemcore and reduce the time required by over 30%. Error rate reduced by 90%, saved over €100,000 annually. Discover how process automation creates transparency and efficiency.

Customer's situation

A medium-sized mechanical engineering company was faced with the daily challenge of processing a three-digit number of invoices efficiently. The existing processes included multi-stage approval steps, the complexity of which varied depending on the invoice type and amount. These processes were time-consuming and prone to errors, which not only led to a high error rate, but also to discounts and payment deadlines being regularly missed.

In addition, there was an urgent need for better transparency and planning in liquidity management, especially for a reliable forecast for the next three months. The goal was clearly defined: a significant reduction in manual processing effort, increased accuracy and seamless integration into the existing systems.

Novemcore's work

Novemcore conducted a comprehensive process analysis to identify existing vulnerabilities and define specific requirements for an automation solution. We placed particular focus on:

Scalability of the solution to accommodate future needs.

Ease of use to ensure rapid adoption by end users.

Easy integration, especially with the existing ERP system (Microsoft Dynamics).

Technological implementation

After defining the requirements, Novemcore implemented a tailor-made automation solution that included the following elements:

Microsoft Power Automate: For automating release processes and real-time status tracking.

Power Automate AI Builder: For intelligent categorization of incoming invoices and automated department allocation.

Email integration: An intuitive release button directly in the emails made the approval process much easier and reduced the time required for the approvers.

To support liquidity management, additional dashboards were developed in Microsoft PowerBI, which provided a precise overview of open invoices, payment deadlines and discount potential.

Results for the customer

Novemcore's implementation of the automation solution showed impressive results:

Automation: Over 90% of invoices were categorized and assigned automatically.

Error rate: Errors in invoice approvals were reduced by 90%.

Efficiency: The processing time per invoice has been reduced by more than 30%.

Cost savings: Reminder fees were reduced by over 70%.

Personnel costs in the area of invoice receipt fell by more than 30%.

Total cost savings in the first year: over 100,000 euros.

Conclusion

This case study impressively shows how the workflow in digital invoice receipt can be optimized through targeted process automation. With technologies such as Microsoft Power Automate and Dynamics ERP, Novemcore not only offers technical expertise, but also creates sustainable added value such as greater transparency, reduced error rates and significant cost savings.

For companies that want to take their incoming and outgoing invoice processes to a new level, Novemcore is the ideal partner - innovative, digital and results-oriented.