by Unionbank Human Resources Group
UnionBank was heavily reliant on manual, paper-based invoice processing, which caused significant delays, frequent errors, and compliance risks. As invoice volumes grew, the process became increasingly unsustainable, straining resources and limiting scalability. Vendors also experienced poor visibility, leading to frequent inquiries and dissatisfaction. This inefficiency highlighted the urgent need for digital transformation in invoice processing operations.
The General Services Group was assigned to lead the implementation of a digital solution that would automate and streamline the invoice payment process. The goal was to eliminate paper-based workflows, improve turnaround times, and enhance vendor experience. The solution also needed to be scalable, secure, and compliant with financial standards. Success would be measured by operational efficiency, cost savings, and stakeholder satisfaction.
To address the challenge, the team deployed a cloud-based SAP Ariba system that automated invoice submission, PO reconciliation, and approval workflows in SAP. They digitized the entire process, enabling secure electronic transactions and eliminating paper handling. Cross-functional collaboration with Accounting, Procurement, and IT ensured smooth adoption and helped identify and resolve bottlenecks. The team championed full automation with a focus on sustainability, scalability, and compliance. In just 5 months, the team experienced an unprecedented ease in the invoice processing activities and resulted in:
- Reduced invoice processing time from 15 days to 2 days
- Achieved a 4-FTE reduction
- Projected Php10M cost savings over five years
- Enabled 100% paperless transactions, improving sustainability and document security
- Improved vendor transparency and reduced inquiries
The project directly supports the organization’s digital transformation goals and aligns with broader financial technology initiatives. The initiative is a success story of process transformation—from manual inefficiency to automated excellence—highlighting teamwork, innovation, and bold decision-making. Ultimately, it positively impacted internal teams and external vendors, enhancing operational efficiency and vendor satisfaction while contributing to the advancement of the businesses we partner with and Filipinos who rely on them.
