Why Document-Heavy Businesses Are Choosing To Automate Finance Documents In 2022.

Why Document-Heavy Businesses Are Choosing To Automate Finance Documents In 2022.

Many businesses are in control of at least some part of their finances through the use of documents. Many companies are doing this in excel spreadsheets and manually, which is time-consuming and can lead to errors. The good news is that they can take advantage of technology by automating their finance documents in 2022.

Finance document automation is unique for each industry. Intelligent Contract technology can significantly reduce manual labor and time required for workflow invoicing, enabling businesses to speed up and streamline their processes.

By clarifying, speeding, and optimizing financial operations, these kinds of advancements in automating finance documents enable businesses to :

  1. Improve their organizational efficiency.
  2. Spend more time on projects with a greater value-added.
  3. Save expenses. 

It is estimated that by 2023, the same market will be valued at around USD 6.78 billion. As a result, it indicates a CAGR of 11%

Financial automation is the process of automating various financial processes. It is a software service that allows companies to reduce manual work and increase productivity. Investing in other areas to drive growth is possible because automation saves companies time and money. Automation also helps businesses avoid mistakes caused by human error, which is invaluable when protecting your company from liability lawsuits and other legal issues.

What Innovations Are Employed To Automate  Financial Documents?

This is not a MECE list, given the majority of these technologies depend on machine learning.

In the financial industry, there are a number of innovations that are employed to automate the documentation process. In fact, KlearStack was also born to help businesses automate mundane daily document operations. This unique capability offered by KlearStack has helped multiple businesses leverage human capital for more cognitive tasks. 

The technologies used by KlearStack and their likes include:

DOCUMENT AUTOMATION

Document automation is a key part of improving efficiency, accuracy, and security in the financial industry. Document automation is the use of software to automate tasks that are normally performed by a human or another machine. Document automation can include document scanning, document storage and retrieval, document editing, document translation, and more.

Document creation systems are logic-based and employ pre-existing text and data segments to generate a new record. This technology includes the generation of standard bills and financial statements, among other things. Companies use learning algorithms and optical character recognition (OCR) to verify and enhance documents automatically. This permits the fully automatic processing of the vast majority of documents (such as bills).

ROBOTIC PROCESS AUTOMATION(RPA)

RPA is a popular technique that employs screen-scraping and other technologies to generate agents that can automate secretarial chores. In financial operations, RPA bots may execute repetitive, rule-based monotonous work and connect disparate systems, allowing firms to spare employees from low-skill manual tasks and enable them to concentrate on more value-added activities. Our in-depth guide provides further information about RPA. 

MINING PROCESS

Process mining enables organizations to assess their processes and discover their strengths/weaknesses so that they may take corrective action. With procedure mining tools, finance teams may determine whether their accounting procedures take too long or cost more than they should and which source-to-pay activities can be automated.

CONVERSATIONAL AGENTS AND CHATBOTS

A chatbot is computer software that enables humans to receive information from computers through text and speech. To automate finance documents, conversational agents may be employed as virtual assistants or to automate communication between financial staff and suppliers or consumers.

MACHINE LEARNING

Rule-based automation enables organizations to establish and execute the needs for various processes following the governing rules. In contrast, machine learning algorithms learn from previous transactions and consumer decisions, recognize decision-making patterns, and apply them to make future judgments. Using this technology, finance departments, for instance, may perform precise simulations and prepare for any catastrophic outcomes.

Which Financial Tasks Should Be Automated?

PURCHASE-TO-PAYMENT (O2C)

Order to cash is the sequence of steps from accepting client orders to collecting the outstanding amount.

FINANCIAL CLOSE

Financial closure is the monthly review of a company’s activities from the previous month, shutting off temporary accounts, and adding retained profits to permanent records.

ADMINISTRATION OF PAYROLL

Payroll administration may be described as any actions necessary to pay workers for their hours worked. These may include the regulation of the total number of hours worked by employees, the rate of pay, and the distribution of remuneration to employees.

SOURCE TO PAY

Source-to-pay refers to selecting a single vendor to handle all of a company’s payments. It is also known as procure-to-pay and purchase-to-pay. 

Since S2P operations entail collecting invoice and payment data from numerous systems, such as supplier emails, ERP, CRM, banks, and merchants.

Since not all of these systems have straightforward integration techniques, they often need human work. The integration gap may be filled using RPA bots.

PLANNING AND ANALYSIS OF FINANCES

Financial planning comprises the tedious effort of preparing and compiling financial statements by various departments under the Financial Planning and Analysis (FP&A) framework, which may at least be automated. Examples of possible RPA tasks:

  1. providing consistent financial reporting
  2. The consolidation and verification of budget and forecast inputs
  3. assembling and cleansing data for analysis

RECONCILIATION OF ACCOUNTS

Account reconciliation is an additional low-skill operation performed by finance teams. Nonetheless, errors may result in substantial business disruptions. Using RPA technologies, organizations can:

  1.  log in automatically and retrieve pertinent data from ERP systems
  2. It should reconcile bank statements and general ledger balances.
  3.  Standardize the structure of your reconciliation statements

Advantages Of Automating Financial Documents

Here are some reasons why organizations should choose to automate finance Documents are: 

  1. EY estimates that financial automation may reduce data input expenses by up to 70 percent.
  2. Automation allows organizations to do more work in the same amount of time. According to Ardent Partners, AP automation may cut the cycle time to 4 days, while the manual approach for most businesses takes 17 days. In the case of accounts payable, this assists companies in obtaining discounts for early payment.
  3. They reduce errors resulting from manual tasks as a result of automation. According to polls, eliminating manual mistakes is the second most crucial advantage of RPA.
  4. Enhanced transparency as a result of an audit trail for automated operations
  5. Employee satisfaction: Automation helps workers concentrate on jobs with a more significant value.

What Are The Primary Obstacles for Automation In Finance?

Although many benefits of automating financial procedures exist, firms may confront unique obstacles. They must first comprehend the underlying causes of the problems before taking action to address them.

Organizations are cautious about making fundamental changes to their procedures :

Since finance operations are the backbone of a corporation with a minor cost item for most firms, businesses dislike making hazardous modifications to finance processes.

ROI might be poor due to Automation

Some automation solutions need that businesses pay hundreds of thousands of dollars to switch systems. Such an initial outlay would diminish the ROI of automation projects.

Automation reliant on process uniformity is susceptible to delay

Automated solutions are easier to adopt if processes are followed consistently. However, every huge business has very individualized approaches.

Conclusion

Suppose Finance Professionals choose to automate finance documents with Optical Character Recognition (OCR), In that case, they can not only speed up the processing of invoices by reducing the time needed for manual data entry, they can also save much time storing and retrieving all documents because they are directly linked to the transactions. 

Ashutosh Saitwal
Ashutosh Saitwal
www.klearstack.com/

Ashutosh is the founder and director of the award winning KlearStack AI platform. You can catch him speaking at NASSCOM events around the world where he speaks and is an evangelist for RPA, AI, Machine Learning and Intelligent Document Processing.