Automation
AR and Remittance Automation
An end-to-end RPA and intelligent document processing system.
Year :
2024
Industry :
Healthcare
Client :
Independence Australia
Project Duration :
36 weeks
Problem :
50+ organizations, infinite formats, one AR team.
Accounts Receivable team was manually processing incoming remittances and EFT payments from more than 50 aged care and community service providers. Remittance data arrived in multiple formats: PDFs, email attachments, and bank feeds, each structured differently. Matching payments to invoices, identifying discrepancies, and reconciling accounts was slow, error-prone, and required multiple touchpoints across finance and operations teams. Without automation, cash flow visibility was delayed, payment mismatches created downstream risk, and the administrative overhead was unsustainable — with no clear path to scale as new organizations joined the network.
Challenge :
Unstructured data, edge cases, audit obligations.
Remittance data arrived in unstructured formats from 50+ organisations, each with different invoicing and payment conventions. The solution had to parse diverse document structures, match payments to invoices despite inconsistent naming and partial payment scenarios, and integrate with multiple backend systems — finance, billing, and CRM. Edge cases including split invoices, overpayments, underpayments, and reversals had to be handled gracefully. And financial reconciliation standards required a complete, immutable audit trail with a seven-year retention obligation — non-negotiable in a regulated healthcare context
Solution :
Ingest, extract, match, post — automatically
An end-to-end RPA and intelligent document processing solution was built to automatically receive, parse, and reconcile remittances and EFT payments. The system ingests data from bank feeds, email, and manual uploads; uses OCR to extract invoice numbers and payment amounts from unstructured PDFs; and applies a fuzzy matching engine with a configurable ±5% variance tolerance to match payments to open invoices — handling partial payments, date ranges, and organisational-level thresholds. Matched transactions are posted directly to the finance system as GL reconciliation entries. Unmatched cases are routed via Zendesk for targeted exception review rather than full manual processing.
Summary :
AR staff work on exceptions, not data entry
Deployed a fully automated AR and remittance reconciliation platform that processes incoming payments from 50+ healthcare organisations without manual data entry. Over 80% of remittances are matched and posted automatically, with exceptions flagged via Zendesk for targeted resolution. Compliance and audit trails are built in — immutable transaction logs with a seven-year retention policy. AR staff now spend their time on exception resolution and relationship management, month-end close is faster, and cash flow visibility is real-time rather than lagged by manual processing cycles.
Our Approach
From SoW to UAT sign-off
