Case Study: Streamlining Operations with Hybrid RPA

Company Overview

Our client is a mid-sized financial services firm offering accounting, payroll, and compliance services to SMEs. With increasing client demands, the company faced inefficiencies due to repetitive manual tasks in data entry, reconciliation, and report generation.

The Challenge

• High manual workload in invoice processing, payroll updates, and compliance reporting.

• Error-prone processes leading to delays and client disputes.

• Limited IT flexibility – some departments needed cloud automation, while others required on-prem solutions due to data sensitivity.

The Solution: Hybrid RPA Deployment

Datasys implemented a mix of cloud and on-prem robotic process automation (RPA) to automate repetitive tasks while maintaining security and scalability.

Cloud RPA Use Cases

1. Automated Invoice Processing

   • Tool: UiPath Cloud

   • Process: Extracts data from emailed invoices (PDF/Excel), validates against purchase orders, and updates the accounting system.

   • Outcome: Reduced processing time from 30 mins per invoice to 5 mins, with 98% accuracy.

2. Client Onboarding

   • Tool: Microsoft Power Automate

   • Process: Automates KYC checks by pulling data from web forms, validating IDs, and updating CRM.

   • Outcome: Cut onboarding time from 2 days to 2 hours.

On-Prem RPA Use Cases

1. Payroll Reconciliation

   • Tool: Blue Prism (On-Prem)

   • Process: Matches timesheet data with payroll records, flags discrepancies, and generates audit logs.

   • Outcome: Eliminated 10 hours/week of manual checks.

2. Regulatory Compliance Reporting

   • Tool: Automation Anywhere (On-Prem)

   • Process: Aggregates transaction data from internal databases, formats reports, and submits to regulators.

   • Outcome: Reduced compliance risks and saved 20+ hours/month in manual work.