Transforming Invoice Management with Carguber’s CargoWise RPA and Microsoft Power Automate Integration

Client Overview

Our client, a global logistics provider, faced inefficiencies in their invoice management process. Handling thousands of invoices monthly, they relied on manual workflows prone to errors, delays, and increased operational costs. To address these challenges, Carguber implemented an end-to-end invoice automation solution using Microsoft Power Automate integrated with CargoWise via eAdaptor.

Challenges Faced

Manual Invoice Processing:

Manual data entry from PDF invoices into CargoWise was time-intensive and error-prone. High dependence on human effort created obstacles during peak volumes.

Data Mapping Issues:

Extracted data often did not align with CargoWise master data, causing mismatches.

Approval Delays:

Deviations between invoice data and CargoWise accumulations required finance team approvals, which were delayed due to a lack of structured workflows.

Lack of Visibility:

No centralized system for monitoring invoice processing, approval statuses, or error logs.

Solutions Implemented

Carguber utilized Microsoft Power Automate with CargoWise’s eAdaptor to automate and simplify the invoice processing workflow. Below is a detailed breakdown of the solution:

Step 1: Document Receipt and Storage

Invoices were received via email or other sources and stored in a centralized document storage system.

• Tools Used: Power Automate for email integration and document ingestion.
• Automation: The system automatically scanned incoming emails, extracted attachments, and stored them in an intermediate database for processing.

Step 2: Invoice Data Extraction

Invoice data was extracted from PDFs using AI models in Power Automate.

AI Capabilities:

AI models were trained to read and identify key invoice fields like invoice number, date, vendor name, amounts, and tax details.

Each document type was tagged, and the models achieved over 95% accuracy after training.

Step 3: Data Mapping and Conversion

Master Data Integration:

Invoice data was mapped to CargoWise master data (e.g., vendor codes, job references) via CargoWise APIs.

Data Transformation:

Carguber ensured data was converted into formats compatible with CargoWise, reducing mismatches.

Step 4: Data Comparison with CargoWise Accruals

The extracted invoice data was cross-referenced with accrual data in CargoWise.

Validation Logic:

Discrepancies were flagged, such as differences in amounts or missing job references. Logs of discrepancies were stored in the intermediate database for visibility.

Step 5: Deviation Handling and Approvals

Approval Workflow:

Deviations were sent to the finance team via Power Automate’s email approval process. Finance teams received detailed deviation logs and could approve/reject invoices directly from their email interface.

Step 6: Invoice Data Push to CargoWise

Once validated, invoice data was pushed to CargoWise via the eAdaptor integration.

Integration Tools:

APIs like CW Invoice Post API and CW Job Data API ensured seamless data entry into CargoWise.

Step 7: Monitoring and Logging

Intermediate Layer:

An intermediate invoice storage and log system was built to track all invoice processing steps.

The logs provided real-time visibility into invoice statuses, errors, and approvals.

Architecture Overview

The RPA architecture designed by Carguber integrates multiple layers to ensure optimal performance and seamless automation of invoice processing. At the core of the solution is Power Automate, which acts as the workflow engine, automating the end-to-end process of invoice handling. The integration of AI models within Power Automate enables the extraction of data from various document formats, ensuring accurate information capture. To ensure smooth data transfer, CargoWise APIs and eAdaptor facilitate seamless integration, allowing for data to be pushed directly into CargoWise.

An Intermediate Database serves as temporary storage, handling logs, processed data, and validation results, ensuring traceability and transparency. Additionally, Email Integration is used for approval workflows and notifications, which are configured through Power Automate, enabling timely approval and communication of discrepancies for manual review. This multi-layered architecture provides a robust, efficient, and scalable solution for automating invoice processing.

Results and Benefits

• Reduced manual effort by 80%, enabling the finance team to focus on strategic tasks.
• Over 95% accuracy in data extraction and reduced errors during invoice processing.
• Approval times were reduced from 3-4 days to a few hours due to structured workflows.
• Eliminated the need for additional headcount to manage invoice volumes, saving $50K annually.
• A centralized log system provided complete transparency into the invoice lifecycle, from receipt to processing.

Conclusion

Carguber’s RPA solution, utilizing Microsoft Power Automate and CargoWise eAdaptor, transformed the client’s invoice management process. By eliminating manual tasks, improving data accuracy, and creating structured workflows, we delivered measurable results in cost efficiency, operational speed, and compliance.

Ready to optimize your CargoWise operations? Contact Carguber today to discover how our customized RPA solutions can enhance your logistics workflows!