standard business tasks 

solved by RPA

There is a need to check each new counterparty before concluding a contract. The company maintains a legal department to carry out the checks. Due diligence takes an unreasonably long time and the process itself is monotonous.

In addition, there have been situations when the tax authorities refused a VAT deduction and recognized the deal as questionable because of the counterparty's unreliability.

After robotic automation, all checks are performed by a software robot. The robot checks an excerpt from the Unified State Register of Legal Entities, the State Procurement website, and the Federal Register of Bankruptcy Information to see if the supplier is blacklisted.

An employee of the legal department receives the results of the due diligence and a preliminary decision on the reliability of the counterparty.

• Reducing time costs to 10 minutes per counterparty
  
• 1 employee takes care of due diligence
  
• Process is 90% automated
  

Accountants of a wholesale company with accounts in several banks spend at least 1 hour a day to process payments.

In addition to uploading payments into 1C, an accountant needs to fill in mandatory fields based on the purpose of the payment - an order number, a responsible manager, a comment. Often there are mistakes.

A qualified employee's time is wasted on the routine every day.

RPA robotic automation of the process of loading and processing bank statements with sending a report to the responsible accountant.

Spelling mistakes in the responsible person (typed in depending on the account number from the payment destination) are solved by reconciling the robot with the rules.

A report is generated for the accountant to input manually (in 1 out of 50 cases) on payment orders not processed by the robot.

• No errors and omissions in payment processing
  
• Reduction of time costs from 1 hour to 15 minutes
  
• Redistribution of tasks will allow to avoid hiring an additional employee in case of sales growth
  

Working with debtors is business process with a low-speed and efficiency. Some employees form lists of debtors every day, while others check and prepare documents, send notifications and track payment status. Tracking is not done regularly. There are high accounts receivable.

Software robot on schedule:

• Checks for debtors in internal systems and documents
  
• Generates letters for clients, with a template that specifies the amount, due date, responsible manager
  
• Updates the status of debts
  
• Creates a progress report indicating the check status for each client
  

• Reducing the time spent by employees on the business process
  
• Decrease in receivables
  

Upon receipt the operator must spend time on entering data in the CRM and on creating an invoice. Orders come through different channels:

• Website
• Email
• WhatsApp Messenger
• Telegram Messenger

• Automated order entry and billing
  
• The robot enters data from orders into the accounting system
  
• The robot checks for duplicates
  
• The robot creates an invoice in the accounting system and sends it to the customer
  

• Improved quality of customer service
  
• Decrease in order processing time and costs
  

Choosing a supplier is one of the time-consuming operations because it involves a lot of manual processes.

Managers of a wholesale company must select the best price offer from suppliers. At the same time it is necessary to learn about not only the current price but also about the terms and availability, as well as to receive an invoice for payment as soon as possible.

One has to constantly send the suppliers requests for commercial proposals, collect information, structure and analyze it manually.

This stage of the deal takes half a manager's working day. Moreover, the manager doesn’t always choose the best supplier given the limited time to process the request.

Requests for commercial proposals and invoices is a standard process, and therefore, can be effectively automated.

Sherpa RPA launches the information collection process. The trigger point is the completion of a file with initial data from a manager. 

• Stage 1. Supplier scouting through search queries
  
• Stage 2. Searching for an e-mail address and sending a personalized letter: quantity, company details, order number, contacts of the responsible manager are automatically filled in
  
• Stage 3. The robot tracks new replies via email
  
• Stage 4. A list of suppliers is generated and data is filtered. The manager analyzes and makes a selection. 
  

• Managers have got a convenient tool for daily work
  
• Speed and efficiency of the business process have increased
  
• All actions of the robot have been logged, the process has become more transparent
  
• The speed and efficiency of deals have increased
  

• Reconciliations with counterparties take a lot of time.
  
• Reconciliation of several hundred deals per month takes several days. 
  
• The procedure was time-consuming. Other processes are basically paralyzed for the time being.
  

• Automation of the reconciliation process with counterparties - the robot compares two tables and draws up statements of disagreements .
  
• The robot sends corresponding information to each of the counterparties.
  

• Time to close reporting periods has gone down. Peak loads have reduced.
  
• Relations with counterparties have become more transparent, the number of errors has decreased.
  

A large number of counterparties and supporting documents outside electronic document management.

Frequent errors require a review department. (2 employees).

The robot sorts supporting documents.

In case of recognition errors, documents are sent to an employee (about 10% of all documents).

• Making scans of supporting documents
  
• Sorting by document type
  
• Renaming and uploading to the system
  
• Notification of the documents that are not uploaded
  
• Processing documents by accountant
  

• Reduction of time costs
  
• Acceleration of related business processes
  

• Number of suppliers – around 100
• Each sales manager is responsible for updating supplier data in his/her segment
• Time to do the update - about two hours
  
• Number of managers – 10
• Total time costs – around 24 hours

• Price list uploading should be universal for different formats of suppliers' price lists
  
• Processing of different file formats .xlsx, .xml, .yml, .csv is required
  
• Comparison of the goods from the price list with your company’s list is needed
  

• Stage 1. The software robot goes to suppliers' sites and downloads the price lists
  
• Stage 2. The robot compares the goods from the price list with its own list (according to the rules) and generates a new price list in Excel
  
• Stage 3. The robot uploads the price-list to 1C
  
• Stage 4. As soon as the price list is uploaded, the manager receives an email alert
  

• Time to perform operations with 100 price lists has reduced to 3 hours
  
• Data uploading from price lists is now the responsibility of 1 employee
  
• No need to integrate with third-party systems and services
  

The need to manually enter the names of the supplied goods. The challenge associated with product categorization is to achieve the necessary degree of conformity between internal and supplier stock keeping units (SKUs).

In doing so, errors occur. Every day the time of a qualified employee is wasted on the routine tasks.

The RPA software robot can process data of different file formats that come from various vendors and suppliers.

The categorization rules followed by the robot allow the external data to be aligned with internal standards.

• Employees now spend less time on the business process
  
• Strict compliance with internal standards
  

• Employees now spend less time on the business process.
• Acceleration of related business processes.
  

A car dealer needs to understand its position in search results on Auto.ru at any given moment.

If the search ranking is maintained in top, there is no point in wasting the advertising budget. It is important to choose the right moment and make a decision about promotion.

Manual monitoring fails: the status of ads is tracked irregularly, positions fall, the owner loses clients.

Software robot for monitoring ads in Auto ru. The manager prepares a list of search queries for the robot in Excel (or updates Google Sheets). The robot enters search queries and analyzes search results.

At the same time, the robot saves the reference number in the list of search results and prices of competitors' products. The robot highlights ads that have fallen below 1 position and sends an hourly report to the manager.

• No need to integrate with third-party systems and services
• Time to monitor prices has dropped
• Redistribution of an employee's tasks – more time for important tasks
  

In order to determine the most effective channel and offer, one needs to manually upload data from all sites and unite them in a consolidated Excel file.

The summary file shows the promotion results: which channels and creatives have worked best and whether it is necessary to adjust advertising campaigns or to change the entire promotion strategy.

• The robot collects data from analytics systems step by step
  
• The collected data is entered into a single Excel report
  
• The report is sent for analysis in a convenient format
  

• Time to make a report has dropped to 15 minutes
  
• The team is now focused on creative tasks
  
• The report is drawn up without errors and delays
  

Lack of integration between systems, sites and web-services. The manager runs newsletters, converts files, sends emails, etc. on a specific trigger event.

In such processes, manual data transfer often causes errors. Routine, although important, processes are performed with delays and without enthusiasm.

Every time a new product is added to the CRM, Mailchimp automatically sends an email to everyone on the mailing list. Each month a robot collects traffic data from Alexa Internet for a given list of sites. The results are saved in Google Sheets.

Every day, the robot sends a Google Analytics report to Slack for the previous day. Every time a new email arrives, selected data from the email is added to a new row of the Google Sheets spreadsheet.

Every time a new post is published on a WordPress site, the robot automatically shortens the URL using Bitly.com service and shares the post in a Facebook group.

• Replaces long and expensive system integration
  
• The most suitable solution when services don't have an API
  
• Works 24 hours a day, 7 days a week and requires no manual control
  
• Ready-made templates and ability to create a solution for any program or web-service
  
• Working with text, dates and numbers is available, not just data exchange 
  

• No need to integrate with third-party systems and services
• Time to collect information has decreased by 90%
• Manual processing and employee's workload have reduced by 95%
  

• Generating a flow of potential customers
  
• Reducing the cost of leads
  

The process of active lead generation is automated: a sales manager works only with hot leads.
An average cost of a hot lead is 260 rubles.

• Reduction of time costs.
  
• Acceleration of related business processes.
  

• Starting an automated hiring process of a new employee as soon as documents are scanned 
• The robot recognizes documents using the built-in OCR module
• The robot logs the data into the company’s information system
• The robot grants the necessary access
• The robot processes entrance pass requests
• The robot performs other mandatory actions based on the employee's position
  

• Accuracy and reliability of information. Lower costs of errors and penalties
• An employee now has more time for useful and intellectual tasks
• Document management now takes less time. Hiring process is twice as fast
• Robotic automation has cut operating costs by 20%