GN Contadores: STELA RPA Success Story

GN Contadores, a medium-sized accounting and consulting firm serving businesses across multiple industries, was facing a common yet critical operational challenge: a manual, slow, and error-prone invoicing process. Determined to innovate and optimize their resources, they sought an Robotic Process Automation (RPA) solution and chose STELA to transform their workflow, with results that exceeded all expectations.

Success Summary

Client: GN Contadores

Challenge: A manual invoicing process for over 120 monthly invoices that consumed 40 hours of work, caused costly errors, and affected the firm’s reputation.

Solution: An RPA bot built with STELA that automated the entire invoicing cycle, from reading data in Excel to emailing the final invoice.

Key Results

• • Invoicing time reduced from 40 to 4 hours per month (a 90% improvement).
  • Elimination of billing and delivery errors.
  • Improved cash flow and client satisfaction.
  • Creation of a “digital backup” to ensure business continuity.

The Invoicing Bottleneck: 40 Hours of Manual Work and High Risk

For GN Contadores, the end of the month marked the beginning of an overwhelming invoicing process. Specifically, one team member had to dedicate three full days (over 40 work hours) to a completely manual task: taking data from a complex Excel spreadsheet, transcribing it one by one into the Memory electronic invoicing system, generating each PDF invoice, and finally, writing and sending each email to the corresponding client.

The volume, with over 120 invoices per month, and the constant need to verify that client data wasn’t being mixed up, made the process extremely slow. But time wasn’t the only problem. As with any manual process, errors were inevitable:

• Incorrect billing, whether for amounts too high or too low.
• Sending confidential invoices to the wrong client.

Each error not only required costly rework but also negatively impacted the firm’s professional image and could lead to hard-to-repair reputational damage.

The Solution: A “Digital Employee” Built with STELA

Instead of hiring more administrative staff, GN Contadores decided to implement an RPA bot with STELA. The bot was designed to emulate and optimize the manual process from start to finish: 

1. Reads Data: The bot first, opens the master Excel spreadsheet containing all billable items for each client.
2. Processes the Invoice: It then, logs into the Memory invoicing system, creates a new invoice, and loads all necessary data: client name, date, amount, taxes, and additional details (addenda).
3. Validates and Generates: Next, it validates that the invoice is correct, generates it, and saves the document in PDF format.
4. Sends the Communication: Finally, it accesses the email client, drafts a standardized email, attaches the corresponding PDF, and sends it to the client’s email addresses.

The firm chose STELA for its ease of use (no-code), the speed at which the bot could be built and deployed, and the excellent level of service and support from the team.

The Results: Efficiency, Quality, and Business Continuity

The implementation of the STELA bot generated an immediate and measurable impact. The task that once took three days of intense work is now completed in just four hours. This represents a spectacular 90% reduction in the time dedicated to invoicing.

The 36 hours saved each month allowed the person in charge of the process to dedicate their time to much higher-value tasks, such as accounting analysis and direct client advisory.

Benefits Beyond Time

In addition to time savings, the project generated other strategic advantages:

• Quality and Trust: Billing errors were completely eliminated. Clients now receive their invoices on time and accurately, which improved the firm’s professional image and, in turn, optimized GN Contadores’ cash flow.
• Process Optimization: The project forced the firm to rethink and standardize its process, uncovering and correcting inefficiencies. Criteria for submitting information and client communication were unified.
• Business Continuity: The robot became an immediate backup. If the person in charge is unavailable, the process does not stop. The STELA robot ensures that invoicing, a fundamental task, is always carried out.