Radomentis
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Case Study 03 · Process Automation
Previous Professional Experience · Process Automation

Turn a fragmented billing process into a clear, controlled workflow.

Previous professional experience
This work was delivered during 15 years at PwC, before Radomentis was founded. It is included to show approach and capability, not as Radomentis client work.

The story was simple: requests arrived incomplete, people spent time reconstructing context, and billing slowed. The process was made visible and structured first, then repetitive steps were automated — reducing processing time by approximately 75%.

Process clarityComplete informationClear approvals~75% fasterLess rework
Before → after
Process redesign before automation
~75% faster
Before
  • Invoice request buried in email
  • Missing client / contract details
  • Billing narration inconsistent
  • VAT treatment reconstructed manually
  • Context lost when people changed roles
After
  • Structured request captured once
  • Mandatory fields validated
  • Approval routed explicitly
  • Business rules applied consistently
  • RPA generates draft invoice
The automation opportunity came from redesigning the process, not from automating the inbox.
~75%reduction in processing time
1 workflowreplacing fragmented email-dependent hand-offs
Mandatorybusiness fields captured before approval
Controlledapproval, RPA, retry and exception logic
The problem

The bottleneck was not the invoice. It was the information around it.

Billing requests arrived by email and could be missing the information needed to process them correctly.

Client details, contract references, billing period, narration, VAT treatment and other key fields might need to be reconstructed from previous messages or people's memory. On longer engagements, staff changes made that dependency even more fragile.

The process depended on people remembering context that should have been captured as data.
The design principle

Structure first. Automate second.

Rather than scripting the existing email process, the workflow was redesigned so complete information was captured and approved before any robotic automation took over.

Required fieldsBusiness rulesApproval statusValidationAuditability
From problem to action

The five-step shape behind every Radomentis engagement.

1 · Business problemBilling requests arrived incomplete, buried in email.
2 · Fragmented informationClient, contract, VAT and narration details reconstructed from memory.
3 · Integration & logicStructured capture, validation and business rules applied before approval.
4 · Clear storyOne visible workflow — request, validate, approve, automate.
5 · Action takenUiPath RPA drafts the invoice — ~75% faster.
The redesigned workflow

Make the process tell everyone what happens next.

The workflow turned an informal email chain into a visible sequence of responsibilities, decisions and hand-offs.

1 · RequestBilling need is raised.
2 · Structured entryRequester completes the controlled data capture.
3 · ValidationMandatory fields and business rules are checked.
4 · ApprovalReviewer approves or rejects the request.
5 · RPAValidated data is entered into the billing system.
6 · Draft invoiceAutomation creates the draft.
7 · Billing adminFinal operational completion.
Contract detailsKeep the commercial basis attached to the request.
Billing narrationStandardise what needs to appear on the invoice.
VAT treatmentApply the required tax logic before processing.
Client informationReduce ambiguity about who is being billed.
Mandatory fieldsPrevent incomplete requests progressing.
Approval statusMake accountability visible.
Automation hardening
What makes RPA production-ready
UiPath
Stable screen anchorsRequired
Application delays / wait logicTuned
Field validationControlled
RetriesBuilt in
ExceptionsHandled
The real work was making the workflow dependable beyond the happy path.
What made it dependable

Automation was the last mile — not the starting point.

Once the process and business rules were clear, the workflow still required iterative testing and stabilisation. Enterprise applications did not always respond instantly, screens could take time to load, and automation needed reliable anchors, delays, retries and exception paths.

Detailed knowledge of the billing process and required business fields — including VAT-related requirements — was used alongside the wider implementation team's technical work to make the automation operationally reliable.

UiPath RPAGoogle SheetsApps ScriptRetriesException handlingBusiness rules
The result
~75%

less processing time.

The bigger gain was that the process no longer relied on an inbox as its operating system.

What improved

Faster, clearer and less dependent on memory.

Information was captured consistently, accountability was visible, repetitive data entry was automated and billing administrators received a better-formed request to complete.

Business story
The value came from making the operating story explicit: who requests, what information is required, who approves, what happens next — and only then what should be automated.

Client and commercial details are anonymised for confidentiality, and figures are approximate. I'm happy to talk through the approach in more detail, and what it would look like in your business — just ask on the call.

The Radomentis question

Which process in your business still depends on email, copying and memory?

Radomentis can help make the process clear first — the information, decisions, owners and hand-offs — then apply the right level of automation behind it.

Book a free 30-minute callor email hello@radomentis.co.uk →← Back to Radomentis

This case study describes work completed as part of a wider implementation team during previous professional experience. Certain business and operational details have been generalised to respect confidentiality.