AgentHack submission type

Enterprise Agents

Federico Arisi

Team C.E.S.

Multiple agents

Finance

Advanced

The payment reconciliation process is a financial control mechanism used to ensure that the payments recorded in a company’s internal ERP system match the actual payments received, as reflected in external records like bank statements or payment processor reports.

The current payment reconciliation process is fully manual, time-consuming, and error-prone, requiring significant human effort to read emails, analyze attachments, extract critical data, and match it to ERP records. Our solution introduces agentic automation using UiPath, combining RPA bots, AI agents, and human-in-the-loop validation to transform this process into a faster, smarter, and scalable system. This intelligent automation drastically reduces manual work, improves accuracy, and enables continuous learning and process optimization.

The current reconciliation process relies entirely on manual operations, requiring significant time and human resources. Employees must review a large volume of incoming emails, assess attachments in various formats, extract key financial data, and manually search for corresponding records in the ERP system. This process is not only slow but also highly susceptible to human errors, inconsistencies, and fatigue. Each reconciliation step, from document classification to discrepancy resolution, depends on individual knowledge and judgment, resulting in a lack of process standardization and traceability.

Additionally, the increasing volume and complexity of transactions make the system unsustainable without continuously adding personnel. The manual workload limits scalability, increases operational costs, and introduces risks related to employee turnover and process disruption. There is an urgent need to address these inefficiencies with a scalable, intelligent, and adaptable solution.

We developed an intelligent agentic automation solution using UiPath, designed to revolutionize the reconciliation process. The solution integrates:

UiPath RPA robots to automate repetitive tasks such as reading emails, opening attachments, and initiating workflows.

Agentic AI to classify emails, interpret unstructured data, and make decisions based on historical patterns and business rules.

UiPath DU to extract structured information from PDFs and even scanned documents using OCR.

Agentic AI to automatically identify the correct records in the ERP system, even in the presence of format discrepancies.

Agentic AI to autonomously resolve mismatches using business rules, currency conversion APIs, and historical knowledge bases. Ambiguous cases are escalated to human validation.

Human-in-the-loop feedback mechanisms to continuously improve the AI models through human interventions captured via UiPath’s Action Center.

The system is capable of learning from each transaction, progressively reducing the need for human involvement and expanding its ability to handle complex cases. Every decision is fully traceable, supporting audits and improving process governance.

The expected benefits of this solution include:

Manual effort reduction up to 85% by automating email reading, data extraction, ERP matching, and discrepancy handling.

Significant time savings due to faster processing speeds, enabling daily reconciliations to be completed in a fraction of the time previously required.

Increased data accuracy and reduced human errors, resulting in higher-quality financial records and more reliable reporting.

Improved scalability: the system can handle increased transaction volumes without additional staffing, supporting business growth at minimal incremental cost.

Enhanced compliance and traceability through automated decision logs and detailed process audit trails.

Lower operational risks by reducing dependency on individual knowledge and mitigating the impact of staff turnover.

Continuous process improvement enabled by AI learning loops, which allow the automation to handle increasingly complex cases over time.

Better employee engagement as the automation frees up personnel from low-value, repetitive tasks, allowing them to focus on more strategic, meaningful activities.

Overall, the automation delivers measurable ROI by cutting costs, reducing processing times, and improving business agility, while establishing a robust, scalable, and intelligent reconciliation process.

UiPath Action Center
UiPath Agent Builder
UiPath Document Understanding™
UiPath Maestro

Email, ERP system (SAP, MS Dynamics,…) , Currency API (Italian Central Bank), PDF, Office 365

Open AI (for Agents)

BPMN.png6560×1292 442 KB

Input file: Email with payment confirmation attachment
Output: Results of processing (either registered on system or discarded, by RPA, Agent or Human)

Google Drive file.