Business context

At Xenakis, reconciling employee expenses made with prepaid cards was a key task for the accounting team. The process involved manually matching invoices received from suppliers with card transactions, verifying them, and posting the data into the financial system. With a high volume of operations and multiple data sources, this work was time-consuming and prone to errors.

Scope of automation

The automated process starts with registering VAT invoices and extracting data from the documents. The robot enters the information into the SAP system, identifies cardholders, and assigns transactions to the correct employees. It then compares the data with bank statements and automatically posts expenses in line with applicable rules. The entire workflow runs without user involvement, ensuring both speed and consistency.

Technologies used

SAIO Robotics, SAP, ING Business, company HR system, Excel

Implementation results

• Streamlined process for settling employee expenses.
• Automatic matching of invoices with card transactions.
• Data consistency across financial, banking, and HR systems.
• Reduction of errors resulting from manual data processing.
• Improved efficiency of the accounting team.