Automatisierung des Spesenmanagements

Context

Our Swiss client utilizes a cloud-based accounting platform for their bookkeeping and maintains multiple bank accounts with PostFinance. Accurate and timely recording of bank statements in the accounting system is a critical component of effective cash management. Currently, this process is performed manually: an accounting clerk downloads the bank statement from the e-banking system in CSV or Swiss-standard formats (camt.053/camt.054), uploads it into the cloud accounting tool, and manually assigns the transactions to the appropriate accounts in the general ledger, customer ledger, or AP ledger.

Proposed Solution

To optimize this workflow, we propose the implementation of a intelligent automation  solution to fully automate the bank statement integration and reconciliation process. The robot will:

• Automatically download bank statements from the e-banking platform and upload them to the cloud accounting system.
• Match incoming payments to customer invoices using structured reference numbers. In cases where a reference number is missing, the robot cross-verifies the payer’s name against the customer ledger to determine the correct posting.
• Process outgoing payments based on the accounts payable (AP) payment run, assigning them to the corresponding entries in the AP ledger.

Post all remaining transactions appropriately to the general ledger in accordance with the organization’s accounting structure.
Reconcile the closing balance recorded in the accounting system with the bank statement balance.
Upon completion of the reconciliation, the robot generates a verification report  highlighting any discrepancies, which are then routed to the accounting team for manual validation.

At month-end, a comprehensive reconciliation report is delivered to the accounting department. This includes monthly bank statements, detailed reconciliation to the general ledger, customer ledger, and AP ledger. All supporting documents are archived in a secure repository for audit and compliance purposes.

Key Benefits

Up to 80% reduction in processing time and a significant decrease in error rates.
Human oversight limited to exceptions – typically fewer than 10% of transactions.
Reconciliation backup and bank statement copies are automatically archived as PDF files for audit readiness and future reference.

Systems Automated

Context

Our client distributes a wide range of wood products—including pallets, crates, and building and truss materials—across nearly all states in the U.S. Currently, the invoicing process is manual: invoices are created based on “completed load” reports from the dispatching system (Aljex) and sent to customers via email along with supporting documentation.

This manual workflow is time-intensive and prone to delays and errors. Moreover, data from the dispatching software (Aljex) must be manually reconciled with the accounting system, significantly increasing administrative workload.

Proposed Solution

To streamline operations and reduce manual effort, we implemented an automation solution using n8n, a flexible, cost-effective, and easily deployable automation platform. Key components of the solution include:

• Automated Invoice Creation: Invoices are automatically generated in QuickBooks based on data received from Aljex via API integration.
• Daily Confirmation Report: A bot generates a daily summary confirming that invoices have been successfully created for all completed loads.
• Automated Email Dispatch: Invoices are automatically sent to customers. The system monitors for bounced emails and verifies that all messages have been successfully delivered.
• Automated Reconciliation: Dispatch data from Aljex is automatically exported and reconciled with the accounting system to ensure completeness and accuracy.
• Exception Reporting: A discrepancy report is produced, identifying any mismatches for further investigation.

Key Benefits

• Up to 90% reduction in processing time with a significant drop in errors
• Scalable and always-on solution – automation operates 24/7 without the need for manual intervention
• Human oversight only where needed – employees focus solely on exceptions, typically less than 10% of the total volume

Systems Automated

Initial context

Our client processes between 80 and 100 invoices each month as part of their standard billing operations. The current process involves manually retrieving data from Abacus system (including billable hours, payroll counts, and fixed fees), preparing individual invoices in Excel, posting them into the Sage accounting system, and emailing them to clients. This repetitive and manual process consumes two full working days each month, carries a high risk of human error.

Proposed Solution

To streamline and optimize this process, VirtuDesk proposed the implementation of an attended solution that automates the end-to-end invoice workflow while maintaining human oversight at key control points. The robot will:

• Retrieve relevant input data from Abacus and contract files to generate monthly Excel invoices and store them in a shared folder.
• Post invoice entries directly into Sage, updating the customer ledger accounts and generating an activity log.
• Create a reconciliation report comparing recorded invoices to posted entries, allowing for immediate review and validation.
• Generate PDF versions of all invoices and send them to customers via a monitored functional mailbox.
• Produce a report showing all sent emails, flagging any delivery issues such as bounced messages.
• Provide intelligent insights, including revenue trends and variance analysis across periods, to support financial decision-making.

Key Benefits

The automation reduced manual effort by up to 80%, cutting the invoicing process from two full working days to just a few hours per month. It ensures improved accuracy and consistency, as all key actions are logged and reconciled. Human oversight is focused on reviewing discrepancies and validating outputs, allowing staff to shift attention to more strategic tasks. Additionally, the solution is fully scalable and audit-ready, with all documents and reports archived for compliance and future reference.

Systems Automated