Case Studies Copy
Success Stories
Discover how our clients turned challenges into opportunities with Yesautomate.
Real results. Real impact.
At Yesautomate, our success is defined by the value we create for our clients. Explore how businesses across industries have leveraged our automation solutions to cut costs, save time, and unlock new opportunities for growth.
These stories highlight the real-world impact of our solutions – streamlined processes, measurable results, and lasting business growth.
Preparation of MIS from Quickbooks
Client : CPA firm (New York, US)
Background
Our client, a CPA firm, manages bookkeeping for 178 clients across diverse industries. As part of their monthly cycle, the firm prepares and shares MIS and financial reports with each client, ensuring accuracy, consistency, and professional presentation.
Problem Statement
The reporting process was highly manual and time-consuming:
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Logging into QuickBooks for each of the 178 clients individually.
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Downloading financial reports one by one.
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Transforming the downloaded data into predefined templates.
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Performing ratio calculations manually.
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Combining reports into client-branded PDFs with disclaimers.
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Emailing finalized reports to each client. <br>
This workflow consumed a minimum of 15 man-days every month, diverting valuable staff resources to repetitive work instead of higher-value activities like analysis and client advisory.
The Solution
Yesautomate designed a custom automation solution that:
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Automatically logs into QuickBooks for each client, on completion of the bookkeeping.
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Downloads all required financial reports in bulk.
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Transforms and maps reports into the CPA firm’s predefined templates.
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Calculates ratios and consolidates results seamlessly.
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Generates client-branded PDF reports with appropriate disclaimers.
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Distributes final reports to respective clients via email – without human intervention.
The Impact
The reporting process was highly manual and time-consuming:
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Saved 15+ man-days per month that were earlier spent on manual reporting
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Freed staff to focus on advisory and value-added tasks instead of data handling.
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Improved accuracy by eliminating manual copy-paste errors.
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Enhanced client satisfaction through timely, professional, and consistent reporting.
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Delivered a scalable process that grows with the firm’s expanding client base.
Data extraction from Vendor Invoices
and feeding into SAP
Client : Leading retailer for electronics (India)
Background
A leading supplier of electronic items operates through 5,000 sales offices across India. Each office buys from local vendors and uploads invoices to a shared drive.
The centralized accounting team (Gurgaon) receives 500+ vendor invoices daily, validates them manually for accuracy and compliance, and then posts them into SAP.
The workflow deployed 40 staff resources through-out the month.
Problem Statement
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High volume of invoices causing delays in processing.
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Rising overheads (people + infrastructure) to keep up with volume.
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High risk of errors/duplicacy and mismatches with PO/GRN.
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GST details not consistently validated, increasing compliance risk.
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Risk of duplicate payments and non-deposit of GST by vendors, pressuring cash flows.
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Overall drain on time, resources, and money.
The Solution
Yesautomate implemented an end-to-end automation that:
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Accesses invoices from the shared drive
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Extracts key fields (vendor details, PO #, invoice #, dates, amounts, taxes).
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Validates against vendor master, performs 3-way match (PO–GRN–Invoice), checks arithmetic accuracy and appropriate tax rates.
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Routes exceptions back to the team for confirmation.
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Logs into SAP and posts the entries automatically for all valid invoices.
The Impact
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Seamless, effective processing with consistent controls
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Reduced costs and lower overheads.
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Improved cash flows through faster, accurate posting.
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Error-free data and reliable invoice recording.
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On-time payments → happier vendors and stronger relationships.
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Team redeployed to analytical/technical work instead of data entry.
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A more efficient, resilient AP ecosystem.
The Results
- Seamless and effective solutions
- Reduced costs including overheads
- Improved cashflows
- Error free data processing and invoice recording
- Timely payments, leading to happy vendors
- Resources deployed on more technical and analytical roles
- Efficient overall eco-system
2 Bank Reconciliation Statements (BRS)
The Business
- The client is a business conglomerate, with over 150 group companies
- These group companies have a total of 800 bank accounts.
- The group is funded by investors across the globe
- To measure business performance, the Board needs monthly MIS by the Third day of the next month
- Implying, the banks have to be reconciled by 1st day of the next month
- The team manually performs the reconciliations and identifies the adjustment entries.
The Challenges
- Large number of bank accounts, leading to delayed reconciliations
- Increased overhead errors, leading to inaccurate reconciliations
- Key accounts have huge Transaction Data, running into thousands of rows each month
- Delayed reconciliations, lead to delayed or incorrect MIS
- Adjustment entries identified and posted, even after 3 months – leading to poor cashflow management and reduced investor confidence
The Solution – Automating the Entire Process
Extract bank ledgers from ERP and Bank statements from Bank portal
Perform transaction level matching by applying various logics and concluding a match only when accuracy beyond a threshold level
Suggest a match, for accuracy below the threshold level. The process owner to select or reject the suggestions
Recommend adjustment entries to be posted into ERP
Log into SAP and post the approved entries
The Results
- Seamless and effective solution
- Reduced costs including overheads
- Improved accuracies and reconciliations
- Timely reporting and analysis
- Realtime reconciliations leading to better decision making and improved cashflows
- Resources deployed on more technical and analytical roles
- Increased Investor (and Auditor) confidence
3 GST returns for sellers on e-commerce marketplaces
The Business
- The client is a tax consulting firm, providing GST return preparation and filing services
- The client specializes in working for sellers on e-commerce marketplaces.
- The client prepares and files GST returns for over 200 such sellers
- These sellers work on different e-commerce marketplaces using same GSTIN
- For return preparation, sales data has to be downloaded from all the marketplaces each seller is working with and all the data has to be consolidated for each GSTIN
- The team manually executes the entire process of gathering the data, transforming the data and preparing the returns.
The Challenges
- Large number of sellers and each seller working on at least 2-3 marketplaces, leading to substantial number of excel sheets
- Increased overhead costs including salaries, infrastructure etc.
- High probability of unforced errors
- Key sellers have huge Transaction Data, with consolidated data accommodating only into 2-3 excel sheets.
- Inappropriate and inconsistent data from evolving e-commerce marketplace, leading to inaccurate processing.
The Solution – Automating the Entire Process
Extract sales data from each seller from each marketplace
Perform different work procedures on data from different marketplaces, and prepare consolidated data
Perform data sanitization, ensuring compliances with GST rules arithmetical accuracies and other validations
Download data for GST credit (2A) for each GSTIN
Prepare complete data and transform into imporable file
The Results
- Seamless and effective solution
- Improved compliance with GST rules and regulations
- Reduced costs including overheads
- Improved accuracies and preparation
- Timely data preparation and filing of returns
- Scalable solution to manage even much higher number of sellers
- Resources deployed on more technical and analytical roles
- Increased Client (Seller) confidence
4 Franchisee Reconciliations
The Business
- The client is a leading apparel and accessories brand, working on Franchising model
- The company works with about 2500 franchisees across the country.
- The transactions with the franchisees involve inventory purchases, marketing charge-outs. on-account payments, commissions, schema reimbursements and others.
- All these transactions are captured in different tools/portals
- The client prepares a reconciliation statement to arrive at the net balances with the franchisee.
- The exercise currently is done manually and considering the challenges, the reconciliations are 3 months behind.
The Challenges
- Large number of franchisees, delayed reconciliations
- Relevant Data for all the transaction to be consolidated from multiple sources
- Increased overhead costs including salaries, infrastructure etc.
- High probability of unforced errors, inaccurate reconciliations
- Franchisees having multiple stores on different terms leading to confusion and mismanagement
- Key franchisees have huge Transaction Data, with combined data accommodating only into 2-3 excel sheets.
- Delayed reconciliations, leading to poor cashflow management
The Solution – Automating the Entire Process
Extract ledgers from ERP, sales data from POS systems, invoice registers, scheme management system and other tools
Perform different work procedures on data from different sources of data, and prepare appropriate consolidated data
Perform data sanitization, calculation for commission, deductions and other transactional terms
Prepare a single page reconciliation statement for each franchisee
Share the statement with the franchisee for inputs and records
The Results
- Seamless and effective solution
- Reduced costs including overheads
- Improved accuracies and reconciliations
- Timely reconciliations leading to better decision making and improved cashflows
- Scalable solution to manage even much higher number of franchisees
- Resources deployed on more technical and analytical roles
- Increased franchisee confidence