Delmet
An RPA robot that reads incoming invoices from email and posts them into the accounting system automatically — unblocking warehouse acceptance and sales.
Delmet specializes in offering a wide range of products including hardware, tools, power tools, accessories and equipment from renowned manufacturers meeting the latest quality standards — making them an ideal choice for modern homes and professionals looking for reliable accessories. Delmet offers attractive promotions enabling customers to purchase high-quality products at lower prices.
The problem to solve
In the procurement process, Delmet faced a critical bottleneck: receiving and posting supplier invoices. Without properly posted invoices, goods could not be accepted into the warehouse, blocking downstream sales. Manual invoice entry into the financial and accounting system was time-consuming, monotonous and error-prone, adding no value to the organization.
What we automated
Automa Services built an RPA robot programmed to automate the invoice posting process — from inbox to the financial system.
Monitor incoming invoices
The robot waits for incoming invoices via email and automatically retrieves them as soon as the email arrives, then extracts the data from the invoice document.
Post to the system
The robot logs into the financial and accounting system and enters invoices according to the agreed business processing logic.
Report completion
After processing a batch of invoices, the robot generates a work completion report and sends it to the relevant employees.
Impact of the deployment
Automating the invoice posting process with an RPA robot significantly increased efficiency and precision at Delmet. The robot not only eliminates human errors associated with manual data entry but also accelerates the posting process, enabling faster goods acceptance into the warehouse and quicker sales. Employees are now significantly less burdened by manual operations, translating into greater job satisfaction and improved overall operational efficiency.
How we deliver automation
Process analysis
We started with an in-depth understanding of the invoice posting process at Delmet, analyzing existing procedures and identifying areas suitable for automation. Close collaboration with the accounting team was essential to understand the nuances and data requirements for correct invoice posting.
Pricing
After the analysis, we presented Delmet with a project quotation accounting for time, resources and technologies needed to build the RPA robot, together with estimated benefits from automation.
Robot development
With the approved budget, we proceeded to build the robot. Programming covered correct interpretation of invoice data, logging into the accounting system, entering data into the appropriate fields, and generating reports after process completion.
Testing phase
Before launching in the production environment, we ran a series of tests to ensure the robot operates as intended without causing issues in the accounting system. Tests included edge-case scenarios to minimize post-deployment risk.
Launch & support
Following successful testing, the robot was deployed to production. We provided ongoing technical support, monitored robot performance and delivered training for Delmet staff on working with the new automated system.
Our solution
We received a request from Delmet to build an RPA robot that automates the invoice posting process. The robot was programmed to carry out the following steps sequentially:
- waiting for an invoice to arrive by email
- retrieving the invoice as soon as the email appears
- extracting data from the invoice document
- logging into the financial and accounting system
- entering the invoice into the system according to the agreed business processing logic
- reporting the completed work
The goal was to relieve Delmet employees from this repetitive and monotonous work, enabling them to focus on other key aspects of Delmet’s operations.
Summary
At Delmet, a critical area was identified where manual invoice posting represented both a process bottleneck and a source of monotony for employees. In an era of digitization — when many business processes can be automated — Delmet decided to invest in Robotic Process Automation (RPA) to automate this fundamental process.
Through cooperation with Automa Services, a robot was built that now automatically processes invoices, extracts the necessary data, and posts them in the financial and accounting system, freeing employees from this repetitive work. As a result, the posting process became significantly more efficient, accelerating goods acceptance into the warehouse and enabling faster sales.
This deployment not only significantly reduced the monotonous workload on employees but also contributed to improved overall operational efficiency — an important step toward full digitization of financial and accounting operations at Delmet.
"We decided to implement robots (Robotic Process Automation) to automate the invoice registration process. The robots were programmed to scan, identify and enter invoice data into our sales system, eliminating the need for manual processing. The introduction of RPA robotization into the invoice registration process turned out to be groundbreaking for our company. We increased the efficiency and precision of the process, which contributed to better organization of the supply chain, greater employee satisfaction and overall improvement in the company's operational efficiency. This project was a key step in our pursuit of full digitization of financial and accounting operations."