Automation of new ledger accounts
in Sage Business Cloud Accounting

TLDR

With ElectroNeek Sage built an RPA bot that helped quickly and effectively transfer data from clients’ charts of accounts into Sage Business Cloud Accounting, accelerating the customer onboarding process from several hours to minutes.

Background

Sage is a multinational enterprise software company and the market leader for integrated accounting, payroll, and payment systems. 

Sage has 13,000 employees and serves over three million customers in 23 countries across mainland Europe, Africa, Australia, Asia, and Latin America. In 2018, Sage launched Sage Business Cloud.

Challenges

Sage offers a corporate system called Sage Business Cloud Accounting (SBCA). Onboarding new users into the SBCA system may require accountants to manually enter data siloed in spreadsheets, scans, and multiple accounting software, such as uploading ledger accounts stored in an Excel file. The task was time-consuming and often caused operational inefficiencies, increasing the cost of onboarding or switching to SBCA from other, less robust accounting systems.

Customer onboarding process accelerated up to 25 times within the ledger of accounts data processing automation

ElectroNeek and Sage built an RPA bot that helped quickly and effectively onboard the clients’ charts of accounts. The bot cleaned up the default charts of accounts that usually come with the new companies’ systems and output the ledger account data from a template Excel file to the individual ledger account fields in SBCA increasing the cost of onboarding or switching to SBCA from other, less robust accounting systems.

Typically, it can take quite a long time if you do that manually, like several hours. With bots, it takes several minutes.

Rafael Casas, Senior Manager of the Sage Accountant Solutions Team

01 A user launches a bot

02 The bot opens the browser window and logins into the system

03 The bot goes to the Settings section

04 The bot opens Chart of Accounts

05 The bot will deactivate/cleans up the standard default Chart of Accounts

06 The bot starts processing  the relevant new Ledger Account data from a template Excel file to the individual ledger account fields in SBCA

07 The bot confirms that all entries are trasferred and finishes the task

Human in the loop:

An employee only launches the bot and verifies the relevance of data entries upon completion of automated tasks.

The results and plans
Among the benefits of automated customer onboarding are:
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15-25x decrease in the data processing time from ledger accounts into SBCA

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Customer onboarding cycle reduced by 50%

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Error rate reduced to 0

Sage has chosen ElectroNeek Robotics as its preferred RPA vendor and offers its community the opportunity to facilitate ElectroNeek solutions on preferred partner terms within the automation of a variety of Accounting tasks. Sage plans to implement bots in inventory management and expand the variety of standard use cases in onboarding and account maintenance.

💼 Company
  • Sage
📒 Industry
  • Accounting Software
🌏 Headquarters
  • Newcastle upon Tyne, United Kingdom
🤖 Bots
  • Customer onboarding
  • Chart of Accounts management
💡 Features
  • Spreadsheets automation
🚀 Automated software
  • SBCA
  • Microsoft Excel
  • Microsoft Outlook
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