AUTOMATING PURCHASE INVOICE MANAGEMENT FOR CARBONELL-FIGUERAS

The manual, high-volume nature of the invoice process created a range of operational, financial, and compliance challenges for Carbonell-Figueras, including:

• Operational Pain Points: Manual invoice processing was highly time-consuming and susceptible to human error.
• Financial Risk: Missed opportunities to capture early payment discounts (2%) due to delayed processing.
• Compliance Implications: Late payments triggered surcharge expenses, supplier dissatisfaction, and reputational risk.
• Scale: The finance team processed 5,000 invoices per month across multiple projects and departments.

Automation Delivered by Roboyo

To overcome these challenges, Roboyo designed and implemented an automated invoice management solution using Blue Prism, integrated directly with Dynamics NAV 2018, Carbonell-Figueras’ ERP system.

Phase 1: Capture

• The robot accesses the ERP system and downloads all pending invoices from the central mailbox.
• Automatically rejects invoices flagged for rejection.
• Validates each invoice against a predefined set of business rules.
• Moves approved invoices into draft state within the ERP for further action.

Phase 2: Registration

• Processes all draft invoices marked for approval.
• Checks for the presence and accuracy of all associated delivery notes (albaranes).
• If delivery notes are complete and match invoice values:
  • Automatically attaches them to the invoice.
  • Prepares the invoice for posting.
• If inconsistencies or missing documents are detected:
  • Automatically alerts an administrative user to review and complete the documentation.

Technology Used

• Automation Tool: Blue Prism
• ERP System: Microsoft Dynamics NAV 2018

The automation delivered measurable results across speed, accuracy, cost, and scalability—transforming invoice processing into a streamlined, high-performing function.

• Invoice processing time reduced by 20x, enabling faster financial operations
  • 20x faster invoice processing, accelerating finance operations
• Up to 85% error reduction, significantly improving data accuracy and compliance
• Cost savings through operational efficiency and captured early payment discounts
• Multi-site scalability for processing invoices across different projects and departments

When it comes to automation, most vendors focus on deploying bots. At Roboyo, we focus on delivering business outcomes.

Carbonell-Figueras chose Roboyo not just for our technical expertise, but for our ability to solve real operational challenges with speed, precision, and long-term value in mind. We didn’t just implement a solution—we helped them reimagine what invoice processing could be.

Here’s what sets Roboyo apart:

• Deep Industry & Finance Expertise – We understand the nuances of complex, multi-site finance operations and how to drive tangible ROI through automation.
•  Tailored ERP Integration – Our solution was purpose-built to work seamlessly within Dynamics NAV 2018, ensuring fast implementation and minimal disruption.
•  Outcome-First Approach – We delivered results that matter: 20x faster processing, 85% fewer errors, and access to financial incentives that would otherwise be lost.
•  Trusted Strategic Partner – We don’t just build automations—we embed ourselves in your vision to help scale transformation across your enterprise.

Roboyo helps organizations go beyond automation pilots. We turn high-volume processes into high-impact opportunities.