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ThriveLab, a midsized Hormone Replacement Therapy healthcare service provider, offers cutting-edge solutions to a diverse range of clients. They required an automated process for managing customer billing and payments within Zoho Books, a financial platform used to track invoices, credit card information, and financial records.
ThriveLab faced a time-consuming and error-prone manual process for verifying and updating credit card details and customer invoices within “Zoho Books” . The current workflow involved:
These challenges caused delays in billing cycles, increased human errors, and an inability to charge customers promptly, impacting cash flow.
To resolve these issues, ThriveLab implemented an “RPA (Robotic Process Automation) solution” that automates the entire process from checking credit card records to charging invoices in Zoho Books. The process involved the following steps:
1. Initial Assessment:
ThriveLab’s finance operations were analyzed to identify inefficiencies in manual customer management within Zoho Books. The need for automation in handling repetitive tasks was clear.
2. Automation Development:
Using UiPath, an automated bot was developed to handle:
Logging into the Zoho portal and navigating to the Zoho Books customer section.
Searching for customer details and verifying if a credit card is added.
If no card was on file, the bot added the information and updated Zoho Sheets to reflect this.
Moving to the Zoho Books invoice section to check the invoice status.
Charging the customer if the invoice was unpaid, ensuring swift payment processing.
3. Customization:
The bot was integrated with the existing Zoho Sheets to update customer payment records in real-time, allowing the finance team to track activities seamlessly.
The implementation was broken into the following phases:
1. Planning & Development:
A thorough review of Zoho Books and Zoho Sheets workflows was conducted. Automation scripts were created to handle the search, verification, and update tasks efficiently.
2. Testing:
The automated process was tested in a staging environment to ensure seamless integration with Zoho Books and that no data errors occurred. During this phase, minor issues, like data mismatches and login failures, were corrected.
3. Deployment:
The solution was deployed over three weeks. It ran smoothly in live environments, allowing the finance team to monitor and ensure that every customer’s payment status and credit card data were up to date.
4. Training & Support:
ThriveLab’s finance team received training on how to manage the bot and troubleshoot basic issues. Post-deployment support was provided to ensure seamless handover.
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ThriveLab experienced significant operational improvements as a result of the RPA solution:
– 50% reduction in time spent on manual credit card and invoice processing.
– 100% accuracy in updating Zoho Sheets with customer credit card and invoice information.
– Faster payment collection: Unpaid invoices were identified and processed immediately, improving cash flow by 25%.
– Error reduction: Manual errors, such as incorrect data entry or missed invoices, were virtually eliminated.
1. Automation of repetitive tasks in Zoho Books saved ThriveLab significant time and reduced human error.
2. Improved cash flow through faster identification of unpaid invoices and immediate customer charging.
3. Seamless integration of Zoho Books and Zoho Sheets ensured all financial data was synchronized in real-time.
If you’re looking to streamline your financial operations and reduce manual workloads, contact us today to learn how we can build an automated solution tailored to your needs.
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