Generation robot
Every 1st of the month the robot generates all recurring invoices in the billing software following configurable rules.
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RPA Automation
Law firm automates recurring billing
A law firm with 12 lawyers freed more than 8 hours per week by automating the generation, sending and reconciliation of recurring invoices with an RPA robot.
The problem
Every start of month was the same ordeal
The administrative assistant spent an entire day each month just to generate and send the recurring retainer invoices, follow up on payments and reconcile them against the bank.
Manual generation of 80+ recurring invoices each month-start using a per-client template.
Manual email sending, one by one, checking the recipient was correct.
Manual reconciliation against bank statements, highlighting what had landed.
Recurring human errors: duplicate invoices, mis-calculated amounts, lost reminders.
Our answer
What we automated
An RPA robot that operates the three systems the firm already uses (billing software, document manager and bank) without replacing any tool.
Send + archive
Sends each invoice to the right client with a personalised email body and saves it automatically in the document manager.
Bank reconciliation
Reads the bank statement and marks each received payment. Triggers alerts on overdue and schedules reminders.
Results
Results after 4 months
Hours compared against the previous manual process.
+8h/week
Time freed
Equivalent to one working day per week recovered for the assistant.
0
Billing errors
Four months without a single mis-generated or duplicated invoice.
-10 days
Average payment time
Automatic reminders have shortened the collection cycle.
"I've gone back to doing the work my role is actually about. Before I spent a full day each month just on billing; now I check that everything went well in an hour."
Administrative assistant
Law firm · Barcelona
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