Watch the recording of this session and learn how to structure a winning AP automation strategy from beginning to end. We will show demos of Intelligent Data Capture and RPA in action for invoice processing.

1. EduardoDiquez Steve Rapier
Regional Sales ManagerIntelligent Automation Practice
Director
Virtual Solution Workshop
November 11,2020
5:00pm ET
NE Regional
Director
AngelaTise
Achieving“Touchless”AP Automation with RPA and IntelligentData
Capture

2. 2
“Our Analysis shows that fewer
organizations are finding it possible to
pursue innovation on their own”
- IBM Global C-Suite Study - 2019
COVID-19 Has Accelerated the Adoption of Process
Automation and the Modernization of the Finance Department
63% of CFOS agree that in 3 years from now the
majority of their team’s time will be spent on analysis,
prediction and decision support rather than
accounting, reporting and compliance
Nearly 50% of the organizations will
increase RPA spent over the next year
due to COVID
The main goals for the RPA investment are:
83% - Increase agility, diversity, &
resilience in their supply chain operations
80% - Address extraordinary cost
pressures by automating back-office and
operational tasks
75% - Support remote workforces
80% of CFOs are implementing
cost containment initiatives in
response to COVID
- PwC CFO Pulse Survey
- Forrester: The Future of Work – A Pandemic Spotlight
-CFO Reimagined: from Driving Value to Building the Digital Enterprise. Accenture 201

3. 3
Finance & Accounting Departments around the
world struggle with the same problems in AP:
 Manual, labor-intensive process prone to data
entry errors - indexing, coding, entry in ERP, etc.
 High invoice processing backlog
 Lost or missing invoices
 Frequent late payments – and even worse,
duplicate payments
 High turnover - difficulty retaining talent
 Lack of real-time visibility into outstanding
liabilities and overall performance metrics
 No time available for pro-active vendor
management
All these struggles translate into:
• High processing costs
• Inefficient use of resources
• Leaving money on the table!

4. 4Polling Question #1
What is the biggest pain point you are trying to solve with AP Automation?
Freeing up team for higher value work
Reducing costs
Better accuracy and controls
Reduce invoice processing backlog
Better visibility to outstanding liabilities
64%
18%
9%
9%
0%

5. 5
You know you are not alone, but…How do you
benchmark your AP department versus others?
20,534
9,437
5,000
Top Performers Median Bottom Performers
# of Invoices Processed per FTE per year
$2.07
$5.83
$10.00
Top Performers Median Bottom Performers
Total Labor Cost per Invoice
3.3
6.8
14.4
Top Performers Median Bottom Performers
FTEs in AP per $1B in Revenue
APQC is a leading company in benchmarking, best practices, process and performance improvement, and knowledge management. Benchmark data
is collected over 23 functions representing 120 processes with more than 1,200 performance indicators and over 7,200 global participants
8
12
22
Top Performers Median Bottom Performers
Hours to Enter Invoice Data into the System
Most companies that
have not implemented
automation in their AP
function are typically
between median and
bottom performers,
and in some cases
worse than bottom.
Your realistic goal
should be to be
between top and
median.

6. 6
Top performers are applying a combination of best practices
to maximize both productivity and cost efficiencies
Automation Real-Time AnalyticsLow Cost Labor Markets
F&A is the function with the
highest level of RPA
adoption, and within F&A,
AP is the most commonly
automated process (70%)
In 3 years, US CFOs expect
that 44% of their finance
workforce will work from
nearshore locations, and
22% from offshore locations
89% of CFOs have or are in the
process of developing a strong
analytics team within their
finance function
Source:
-Auxis RPA Survey Report 2018
-Deloitte CFO Signals 2018
-CFO Research Survey 2019

7. 7
Have you used benchmarking to evaluate the performance of your AP operation?
No, but I would like to
Yes, I’ve used it but it’s not been a major factor in
Yes, I’ve made extensive use of benchmarking
No, I don’t see the value in benchmarking
59%
41%
0%
0%
Polling Question #2

8. 8
Invoice processing is one of the greatest pain-points and
where we will focus on today
There are multiple opportunities for automation across the end to end P2P process cycle, including the following areas.
However, for today’s session we are going to focus on invoice receipt, indexing and processing which is where companies
experience the biggest pain points and where the bulk of the productivity efficiencies can be achieved.
Why focusing on invoice processing?
• Larger number of FTEs assigned
• Larger risk for data entry errors
• Tip of the spear for the full process
• If you fix this step, the root cause of
many of the other issues across P2P
can be solved or alleviated
Common P2P process
candidates for automation:
 Vendor Master Maintenance
 Purchase Order Processing
 Invoice receipt & indexing
 Invoice processing
 Payment proposal preparation
 Vendor reconciliations
 Vendor statement preparation & distribution
 Month-End support activities

9. 9
Selecting the right AP vendor for your organization has
become a complex and confusing endeavor…

10. 10
What’s the difference between Traditional AP Processing
Solutions vs. RPA + Intelligent Data Capture?
Based on our experience, the combination of intelligent data capture, RPA and workflow provides a more flexible and
cost-effective solution versus some of the traditional AP processing solutions in the market.
Traditional AP Processing
Solutions
RPA + Intelligent Data
Capture + Workflow
Implementation Timeline
Implementation Cost
Ongoing Cost
Flexibility
Percentage of “Touchless”
Invoices

 







• Lower ongoing cost
• More flexible
solution, adaptable
to your business &
system environment
• Higher percentage of
“touchless” invoice
processing (60-80%)
• Implemented typically
within 3 months

11. 11
• Content management and file sharing
• Simplify the process to review and approve
of invoices anywhere, anytime, while
ensuring they remain secure
• AI Data Capture for unstructured data inputs
• Document classification and separation
• Invoice Header level and line by line extraction
Intelligent Data Capture + Workflow + RPA
What step is done by what tool?
• Robotic Process Automation (RPA) to automate repetitive,
manual activities with structured data and clear business
rules
• Used for indexing, invoice processing for non PO, and
3WM for PO
Start
Receive
Invoices/Scan
Paper Invoices
(email)
Classify and
separate
documents
Confident
Results?
Y
N
Extract Invoice
Data
(OCR and AI)
Manual
Activities
Manually
Confirm Data
and Validate
Supervised
Training of
Ephesoft
(Monthly Effort)
Index Invoice in
Document
Management
System
Route Invoice
for Approval
Log in to AP
Module
Approve and
GL Code
Invoice
*This specific application is not mandatory, but a document
repository solution is required to achieve this automation.
This part of the
process will vary by
company based on
internal processes
Enter Invoice
Vendor,
Amount,
Coding, etc
PO Invoice?
Save Voucher
Search PO
Number
N
Y
Match Lines
Between
Invoice and PO
Non
Automated
Exception?
Manage
Discrepancies
N
Y
End
100%
touchless (Alternative to an
API integration)
Automated
Activities

12. 12
RPA Case Study
Invoice Indexing & Voucher Creation
BEFORE
• More than 20+ people processing
invoices
• Monthly invoice volume of
approximately 40K+
• Through a recent acquisition, the
processing volumes increased to
70K invoices per month
• The organization needed to absorb
the additional volume without
increase staffing levels and
operating cost
• In order to do this, Auxis
implemented 3 key processes
incorporating RPA and Intelligent
Data Capture.
AFTER
• Invoice Indexing: Utilizing the AI Data Capture platform “Ephesoft Transact”,
extracting the header level data and line by line table extraction for top vendors
(80% of the volume)
- Receive AP documents through email
- Classify received documents: Vendor Statements, Invoice-Table Extraction, Invoice-
Header, Credit Memos, Others
- Extract required header information for each document type and line by line extraction
as needed for high volume vendors (top 60%)
- Save document to the Document Management System and index with header
information
- Send information to the Voucher Creation process (below) for invoices that require a
manual creation of a voucher
• Voucher Creation: replacing hand keying and performing a three way match
- Receive invoice detail from Ephesoft including header information and detailed table
extraction (line by line) for high volume vendors
- Search PO in the system and match with vendor
- Match the invoice lines to the PO lines including item number, description, quantity,
price, other
- Validate and identify discrepancies
- Add new lines as required for approval based on invoice detail
- Save and issue processing log
60%+ Touchless Invoice Processing and reduction of backlog from 4 days to 24 hours
Leading healthcare network and clinical care
provider in the United States operating 7
hospitals and 50+ outpatient/urgent care centers

13. 13Polling Question #3
Have you implemented Intelligent OCR in your AP function?
Nothing planned for now
Evaluating solutions & looking to get started in 2021
Already implemented
In process of piloting
52%
22%
17%
9%

14. 14
Demo of Ephesoft & Uipath

15. Business Process Automation Document Flow
Distributed;
Thin client;
Manual override
• 10010
• ABC, Inc.
• 30 January 2019
• $ 6,014.81
• $ 6,025.88
• Net 30 Days
Confidence level
based validation
Validate
UNC FOLDERS
SCANNERS MFPs
FAX
EMAIL
CMS | Portal Server
Data Repository
MOBILE
Document
on-boarding
electronic & paper
formats
Capture
Image
Processing
Document normalization
OCR/ICR/OMR/PDF
image clean-up
rotate, eliminate blanks
Classify
1-3 Sample images;
Context-based
Doc type A
Doc type B
Doc type C
Extract
Business rules;
Database lookups;
Fuzzy logic
▪ Invoice Number
▪ Vendor Name
▪ Purchase Date
▪ Subtotal
▪ Grand Total
▪ Payment Terms
Connect to: ERP, ECM, BPM,
RPA, etc.
on-premises, hybrid or cloud
FILESYSTEM
DATABASE
CMIS
XML
CSV
CSV
Deliver
JSON
JSON

16. 16
UiPath Demo

17. 17

18. 18Key Takeaways
• 60-80% touchless invoice processing is realistic and achievable, not a 100%
• Complexity and level of effort will depend on need for 3-way match at the line level and volume of vendors that
need to be automated at that level
• Expect short implementation timelines (typically 3 – 6 Months) with less than 12 Month Paybacks
• Look for a Flexible, Scalable Technology:
• AI Data Capture can be applied in any process involving unstructured documents and data
• RPA is capable of automating any rules-based repetitive processes
• Lower cost of ownership compared to a traditional AP solution
• Position the business case for AP automation beyond cost savings. It’s also about...
• Increased processing accuracy
• Reduced processing backlog (Reduce AP inquiries)
• Increased visibility in outstanding liabilities
• Highly scalable model to absorb incremental volumes

19. 19
Interested in getting started?
Schedule Your Complimentary AP Optimization Assessment
• Volumetrics
• # of invoices
• Breakdown of
invoices by vendor
• PO vs. Non PO
• % of exceptions
• FTEs in AP
• Org Charts
• Systems being used
• Process docs
• Current SLAs
• Payroll & Tools Costs
• 2-hour remote meeting
with Operating
Management and Subject
Matter Experts to review
the current AP process
and identify key areas of
opportunity
• Define recommended
tools & approach
• High level solution
design & business case
• Present recommended
opportunities including
time and cost to
implement
• Align on priorities and
next steps
1-2 weeks
Data Gathering High Level Process
Walk-Through
Analysis Recommendations
Using a combination of process walk-throughs and data analysis, Auxis will be able to quickly assess the current state and
“pain-points” of your AP operation, define how automation can be applied, and what’s the business case and the estimated
timeline/cost to implement.

20. 21
Thank You!
EduardoDiquez Steve Rapier
Intelligent Automation Practice Director
Eduardo.Diquez@auxis.com
Regional Sales Manager
Steve.rapier@ephesoft.com