| Challenge: Handling thousands of invoices monthly, manual invoice processing was time-consuming, costly, and prone to human error. Solution: Deployment of WinActor RPA to automate e-invoice creation and signing processes, seamlessly integrated with existing systems. Results: Processing time cut by 50% Operational costs reduced by ~50% Errors eliminated, accuracy improved Employees freed to focus on higher-value work |
In today’s manufacturing sector, operational efficiency is essential for competitiveness. As businesses scale, administrative workloads – particularly in functions such as order management and invoicing – can grow disproportionately. Manual processes not only consume valuable labor hours but also increase costs and introduce risks of error.
Robotic Process Automation (RPA) has emerged as a powerful solution to these challenges. By automating repetitive, rule-based tasks, RPA allows businesses to achieve greater accuracy, reduce processing times, and free employees for higher-value activities.
This case study examines how a steel pipes and coils manufacturing company utilized WinActor, a leading RPA solution developed by NTT Laboratories in Japan, to optimize its invoice management process and achieve measurable results.
Customer Overview
The customer is a steel pipe and coils manufacturing company with approximately 500 employees. Within its sales department, staff were devoting significant time each day to manual invoice processing, including data entry, verification, and issuing invoices. While these tasks were vital, they offered little strategic value and imposed unnecessary strain on the workforce.
To resolve these challenges, the company implemented WinActor with three key objectives: enhance efficiency, reduce operational costs, and empower employees to focus on more meaningful work.
The Company Set Clear Objectives for Automation
Employees Needed Freedom from Repetitive Work
The company sought to release staff from low-value, repetitive administrative tasks so they could contribute more effectively to customer engagement and business development.
Efficiency and Accuracy Had to Improve
Automation aimed to shorten processing cycles and eliminate the errors that commonly occurred with manual data entry and verification.
Reducing Costs Was a Top Priority
By reducing the labor hours required for invoice management, the company aimed to achieve a measurable decrease in recurring operational expenses.
The Automation Project Was Executed Through Two Key Workflows
WinActor Took Over the E-Invoice Creation Process
WinActor was configured to access the company’s MKS system, manage the “Delivery List” and “Input Delivery” forms, verify combined invoices, and prepare the final invoice form. The entire sequence was executed automatically, removing the need for repeated human input.
WinActor Automated the E-Invoice Signing Process
The second workflow focused on finalizing invoices for issuance. WinActor accessed the MKS system, opened the “Publish E-Invoice” form, selected invoices for processing, and downloaded the approved copies. This streamlined the approval cycle, ensuring invoices were issued efficiently and without error.
Both workflows were implemented to integrate smoothly with existing systems, avoiding major infrastructure changes and ensuring business continuity.
Automation Delivered Measurable Results Across the Business
Time Savings Were Immediate
Prior to automation, staff spent 110–150 minutes per day on invoice tasks, amounting to 7–9.5 man-days per month. Post-implementation, the figure dropped to 60–75 minutes per day, or just 3.75–4.7 man-days per month.
Efficiency and Accuracy Improved Together
Invoice processing speed effectively doubled, while human error was eliminated – delivering both faster turnaround and more reliable records.
Costs Were Reduced by Half
The company achieved an estimated 50% reduction in operational costs related to invoice processing.
Freeing Employees from Repetitive Work
By eliminating repetitive tasks, the company enabled employees to focus on higher-value activities, such as customer engagement, problem-solving, and supporting strategic initiatives.
From Automation to Transformation: Your Path Starts Here
Through the deployment of WinActor, the steel pipes and coils manufacturer significantly enhanced its invoice management process. The company now processes invoices twice as fast, at half the cost, and with improved accuracy – all while enabling staff to contribute to more impactful business activities.
This case demonstrates how RPA can generate immediate, measurable benefits in manufacturing organizations dealing with high transaction volumes.
Ready to discover how WinActor can optimize your business processes? Let’s try WinActor for free today, or contact our team to explore how RPA can deliver measurable results for your organization.
