Project Overview

Overburdened Systems The company’s invoice processing system was running 21 processes simultaneously, causing excessive strain on its infrastructure. This overloading of resources created delays, severely impacting system performance. The multiple concurrent processes required more processing power and storage, leading to slower turnaround times and reduced efficiency.

Old Format Input The reliance on outdated data formats for input files made system maintenance costly and time-consuming. These legacy formats added complexity to processing and increased the risk of errors. The old system required constant updates and a significant amount of manual intervention, further slowing down operations and contributing to operational inefficiencies.

Manual Processes The generation and handling of invoices and documents were spread across various systems, leading to a fragmented workflow. This not only made the process slow and cumbersome but also resulted in higher resource costs and potential human error. The manual handling of these documents decreased overall productivity and increased operational risk.

High Maintenance Costs The outdated system’s maintenance was costly due to its inefficiency. The concurrent processes, combined with the older data formats, led to higher expenses for troubleshooting and system updates. These maintenance costs drained resources and diverted attention from more strategic objectives, hindering the company’s ability to scale efficiently.

Performance Bottlenecks With multiple concurrent projects running on the servers, the system encountered severe performance bottlenecks. This created a domino effect, slowing down the processing times and impeding business operations. As a result, the company struggled to meet deadlines and manage a high volume of transactions, leading to dissatisfaction among customers and internal inefficiencies.

The Problem

The client’s invoice processing system was facing significant challenges due to overburdened servers running 21 processes concurrently, causing severe delays and slowing overall performance. Additionally, the reliance on outdated input formats and manual document handling across multiple systems led to inefficiencies, increased error risks, and high maintenance costs. These issues resulted in a cumbersome, slow process that drained resources and hindered the organization’s productivity.

Overburdened Systems

It was running 21 processes concurrently in the invoice processing system, thus placing a significant stress on server resources. Such multiple processes created severe delays and decelerated the system to great extents, affecting the pace of the organization as an overall performance.

Old Format Input

The client was dealing with an older.data format for input files, which in turn required expensive maintenance and timely updates. This old format consumed more time in processing and generated a higher risk of mistakes.

Manual Processes

It was creating and handling Invoices and documents across different systems, which fragmented the flow of work. This type of approach not only consumed time but also resulted in additional cost expenditure on resources, so the process was cumbersome and slow.

High Maintenance Costs

The old system incurred substantial costs related to its maintenance, due to the multiplicity of concurrent projects, the outdated file formats, and inefficiencies in the way documents were being processed.

The Solution

To tackle these issues, eSparkBiz leveraged StreamServe, a powerful document management solution, to unify the client’s invoice workflow into a single, efficient system. The solution involved consolidating approximately 21 concurrent invoice-related projects into a single streamlined operation, reducing complexity and improving system performance.

Optimization of Input Formats

eSparkBiz transitioned the system from processing outdated .data formats to the more efficient XML format. This enhanced the speed and accuracy of data handling, making the entire system more adaptable and easier to maintain.

Streamlined Code and Scripts

By optimizing the code and reducing the number of scripts, eSparkBiz improved the system’s overall functionality and performance, significantly reducing processing time.

Integration of StreamServe StoryTeller

The implementation of StreamServe's StoryTeller tool enabled the creation of reusable document designs that could dynamically generate invoices using XPath and scripting. This allowed for better handling of business data and more flexible document generation, all while maintaining legal compliance with digital signatures.

Omnichannel Delivery System

The new system enabled invoices to be sent via multiple channels, such as email or printed by in-house or external printers. This flexibility enhanced both the client’s operational efficiency and its customer service capabilities.

Marketing Integration

The system could now include marketing materials within invoices, allowing the telecom provider to leverage these communications as a marketing tool, potentially increasing sales and customer engagement.

The Result

The solution eSparkBiz brought to the telecom service provider were transformative because the overall efficiency in operations increased exponentially. The time taken for the processing of 1,000 invoices was reduced from the full day to 20 minutes. It further empowered the organization to process thousands of invoices much more efficiently than earlier. It also cuts the days needed to run a campaign on monthly billing campaign to as low as just 3 days as compared to the initial 10 days only thus achieving the huge gain and saving of overhead.

It optimized print for documents, meaning the telecom provider is now able to prepare and send 350,000 documents to third-party printing in 40 minutes with simplified printing and accelerating physical delivery of invoices. This helped the provider realize good cost savings because the overall maintenance cost is estimated to have been reduced to around 100 times, while precious resources have been preserved for other business priorities.

This enabled the telecom provider to process more invoices, reduce operational costs, and improve the customer experience through faster and more accurate billing processes.

A Scalable, Efficient Solution Optimizing Invoice Processing and Reducing Operational Costs

Streamlining Invoice Management for a Telecom Giant

About The Project