01 / Problem
Each month, the team had to manually assemble data from several files.
Each billing run required accounting data, a record of completed work and client-specific rules. The team had to locate, connect and verify all of it.
If a file was missing or a client name did not match, it was difficult to quickly identify the issue and who needed to resolve it.
- 01
Find the required files
- 02
Check which client they belong to
- 03
Add completed work and special rules
- 04
Find missing or incorrect data
- 05
Prepare the final document manually
02 / What we wanted to achieve
We wanted the system to prepare the data, clearly flag errors and leave the final decision to a person.
03 / Solution
The system now guides the data from the first file to billing ready for review.
Instead of one large, opaque process, the solution has five simple steps. At each step, it is clear what happens and what a person still needs to review.
- 01
Finds the files
Checks whether the correct files for the correct month are present.
- 02
Identifies the client
Matches each record to the correct client.
- 03
Applies the rules
Accounts for completed work and the specific rules that apply to the client.
- 04
Flags issues
If anything is missing or does not match, the system clearly flags it for review.
- 05
Prepares the PDF
The final document is generated only after the accountable person approves it.
Where a person reviews the work
- rules for each client are stored in one place
- the system flags an incorrect month or a missing file
- what happened is visible for each client
- a person approves the billing before the PDF is generated
04 / Result
The team now has a clear process instead of assembling everything manually from memory.
The system prepares the repetitive part of the work and shows where it needs help. The team no longer searches for errors blindly.
Every issue receives a clear status, while the final document is still approved by the accountable person. Automation supports the work without assuming responsibility.
Each step has one clear task: from reading the files to preparing the final document.
The document is generated only after the accountable person reviews and approves it.
The team can see what is complete, what is missing and where a person is needed.
What changed for the team
- less manual copying between files
- errors are visible and do not remain hidden
- each billing run has a clear status
- a person still approves the final result
05 / Important considerations
What needs to be considered.
- We do not present time or cost savings because they have not been publicly verified.
- If the input files are incorrect, a person still needs to resolve the issue.
- The system prepares the billing, but does not approve it on behalf of the accountable person.
Case study: We show how the system works and where a person reviews the result. We do not state time or cost savings because they have not yet been publicly verified.