Kofax RPA Deduction Management

Overview

A major US-based bottled water company struggled with a repetitive, manual process for handling retailer deductions — particularly for a major national grocery chain. The company needed to reduce human error, improve response time, and boost operational productivity in its accounts receivable (AR) workflow.

The Challenge

The finance team manually accessed retailer web portals to review and process deduction details:

• Navigate to the retailer’s site
• Enter date-based search criteria
• Identify and extract invoice records with negative values
• Validate invoice number format (15-digit numeric)
• Export invoice data and download attachments
• Generate a custom intranet URL using extracted PO and arrival date
• Download another attachment from the intranet system
• Merge both documents and email to appropriate recipients

This time-consuming process not only caused delays but also introduced risks due to manual errors, lack of auditability, and inconsistent communication with internal stakeholders.

The Solution: Kofax RPA-Powered Deduction Automation

TechTiera implemented an end-to-end automation solution using Kofax RPA (Kapow) to eliminate manual intervention and create a consistent, scalable, and auditable deduction processing workflow.

Key Capabilities:

• Automated Navigation & Data Extraction from retailer and internal portals
• Smart Validation of invoice formats and conditional flows
• Attachment Downloads from both retailer and intranet sources
• PDF Merging for consolidated documentation
• Automated Email Delivery of results to targeted business users
• Audit Logging & Status Notifications for transparency

Results & Business Impact

Estimated Impact Metrics:

• Time Savings: Eliminated approx. 160+ hours/month of manual effort
• Accuracy: Minimized human errors in deduction data processing
• Productivity: Faster response cycles, less workforce needed
• Communication: Auto-email with extracted data improves traceability
• Satisfaction: Higher internal user and customer satisfaction

Estimated Annual Cost Savings: $72,000 to $96,000 based on reduction of 2 FTE workload and increased process throughput.

Why It Worked

• Adapted to existing websites and systems without infrastructure changes
• Reduced manual oversight and validation steps
• Delivered operational efficiency within a short timeframe
• Improved audit readiness and accountability

Still scheduling appointments manually?

Let TechTiera automate your accounts receivable workflows and increase productivity without increasing headcount.