RPA Bots for Automated Financial Check Processing

Project Solution

INNERLUXES implemented an RPA solution to automate check-processing workflows — including email parsing, attachment extraction, data validation, database entry, and end-of-day reporting — reducing processing time and minimizing errors. Average processing time was reduced from 15 minutes to 20 seconds.

The Client

The Client uses RPA bots to help its clients and process owners simplify the processing of financial checks. Previously, checks were processed manually and emails were monitored to ensure timely processing. The Client engaged INNERLUXES to improve the workflows and process checks faster while mitigating human error. It originally took 15–20 minutes to process and validate each email, and human error was still possible. The process included:

• Identifying the recipient from the email.
• Verifying whether the check is attached to the email.
• Reading the attached check.
• Inputting data entry into the database.
• Moving the processed check into a separate processed folder.

The Client needed a more efficient process, plus an end-of-day summary report with statistics of the checks processed throughout the day.

RPA Bots

Robotic Process Automation features robots that automate repetitive tasks in digital systems by mimicking human actions. For email automation, RPA bots can send emails, process attachments, sort emails by predefined criteria, extract information, and update databases based on email content. They streamline data extraction by parsing email content and attachments to identify relevant information, validate and transform the extracted data before integrating it with other systems, and handle errors and exceptions to ensure accuracy and efficiency.

The Approach

INNERLUXES created unattended RPA bots to process the emails, extract data from attachments, and store it in a centralized database for further processing, with goals of lowering operating costs, improving efficiency, reducing and managing business risk, and improving the customer/user experience. The "Check cancellation" process was chosen for RPA — it gets records from the shared drive, updates the QAD screen, and notifies users of success or error messages. INNERLUXES used UiPath Studio and UiPath Orchestrator for the solution.

How It Works

The bot reads emails from the Outlook inbox and filters mail by date and subject. It downloads the PDF file from the attachment, scrapes the data, and stores it in an Excel file. After completing the process, the bot moves the mail to the success or failure folder and sends a notification with the report attached.

The Impact

• Average processing time reduced from 15 minutes to 20 seconds.
• Minimized human errors in check processing and validation.
• Lower operating costs and improved operational efficiency.
• Automated end-of-day summary reporting on checks processed.

Technologies and Tools

UiPath Studio, UiPath Orchestrator, Microsoft Outlook, Microsoft Excel, QAD, PDF processing.