How A Growing Company Automated Financial Processes to Drive Strategic Growth

The Challenge: A Critical Manual Work Index™

Chloé, the agency's Finance Manager, was concerned that her team spent the last week of every month manually creating invoices, rather than focusing on strategic financial analysis. To quantify the inefficiency, the agency calculated its Manual Work Index™, a proprietary Scripvade measurement of manual effort and process risk. Their invoicing process scored a critical 70%.

This high score was a direct result of two core issues:

• Manual Data Consolidation: The finance team had to manually copy and paste data from multiple Google Sheets—one for billable hours, another for media ad spend—into a Google Docs invoice template. This process was not only time-consuming but also led to frequent errors, such as under-billing for services or billing the wrong client for ad spend.

• Fragmented Approval Process: Invoices were sent to account managers for approval via email. This created a chaotic and untraceable system where feedback was often delayed or lost, increasing the risk of sending unverified and incorrect invoices to clients, which could damage client trust.

The Solution: A Centralized Workflow Platform

To solve this, the company implemented Zenphi, an AI-powered, no-code automation platform designed for Google Workspace. They built a fully automated invoice generation and approval workflow that eliminated manual work and enforced business rules.

• Automated Invoice Generation: Zenphi now automatically pulls real-time data from the relevant Google Sheets. It uses this data to populate a standardized invoice template in Google Docs, ensuring every line item, from billable hours to ad spend, is accurately captured without manual intervention.

• AI-Powered Data Validation: Before an invoice is routed for approval, Zenphi's AI scans the source data to validate key information, such as checking for a valid client Purchase Order (PO) number. This proactive quality check prevents errors from occurring.

• Streamlined, Auditable Approvals: Once an invoice is generated and validated, Zenphi automatically routes it to the designated account manager for approval. The entire process is tracked, with automated reminders to ensure timely sign-off and a complete digital audit trail stored in Google Drive.

The Results: A Healthier Process and More Time for Strategy

By automating its manual processes, the company significantly enhanced the efficiency and impact of its finance function.

The agency’s Manual Work Index™ for invoicing dropped from a critical 70% to a healthy 33%. This improvement delivered powerful, measurable business outcomes:

• The agency reduced invoicing errors by 95%, resulting in a significant improvement in billing accuracy.

• The month-end invoicing process was reduced from 4 days of manual work to just a few hours.

• By sending accurate invoices more quickly, the agency reduced its average payment cycle by 8 days, thereby improving its cash flow.

"The change is night and day," says Chloé. "Our Manual Work Index™ dropping from 70% to 33% isn't just about efficiency; it's about reliability. We've virtually eliminated errors, which has strengthened trust with our clients and improved our cash flow. I can finally focus on financial strategy instead of chasing mistakes."

— Chloé, Finance Manager