Invoice Issuing System
This project transformed a manual, Excel-based payment invoice issuing and approval process into a fully digitalized workflow using the Joget low-code platform. The solution streamlined invoice creation, automated approval routing, improved document handling, and enabled seamless SAP posting through Boomi API integration, resulting in reduced processing time, fewer errors, and improved efficiency for finance and accounting teams.
Client Overview
A leading energy company formed as a joint venture between two major Japanese power groups, the organization delivers globally competitive energy solutions and is the country’s largest thermal power generation operator. With a maximum output of 61.0 GW—representing approximately 36.9% of Japan’s total thermal power generation capacity—it operates across the entire energy value chain, from fuel procurement to large-scale power generation.
Technical Stack
Industry
Energy
Region
Japan
Project-size
Non-Disclosable
Company size
Large scale company
Implementation Highlights
Developed a centralized Invoice Issuing Application replacing Excel-based invoice creation and email-based approvals.
Integrated real-time SAP data retrieval—including posting keys, PO details, supplier information, and invoice attachments.
Built a user-friendly approval interface displaying all relevant invoice details on a single screen.
Implemented structured approval hierarchies with dynamic routing based on user selections and business rules.
Automated invoice document emailing and approval notifications, removing manual email preparation.
Connected Joget with SAP via Boomi API integration, enabling automated invoice posting after approval.
Challenges & Solutions
Accountants manually created invoices in Excel, risking errors and inconsistencies.
Solution: Introduced digital forms with validation and automated data population through SAP integration.
Users manually prepared emails and attachments; approval emails often bounced or got misplaced.
Solution: Automated email generation and routed approvals through Joget’s workflow engine with tracking.
High risk of missing, mismatched, or inconsistent documents when using email threads.
Solution: Centralized digital library where invoice copies, POs, and attachments are stored and accessed within the application.
Approvals varied based on approver selection and business-specific rules.
Solution: Configured dynamic routing logic inside Joget, ensuring correct workflow assignment every time.
Once approved, the finance team manually posted invoices into SAP, causing delays.
Solution: Automated posting using Boomi API integration after final approval.
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Results & Impact
- 70–90% reduction in time required to issue and approve invoices.
- Eliminated manual email preparation, significantly reducing delays and document errors.
- Strengthened financial controls via well-defined approval layers.
- Improved data accuracy and compliance through digital validation and structured workflows.
- Enhanced transparency with real-time invoice status tracking and centralized document access.
- Increased productivity, enabling finance teams to focus on strategic tasks rather than repetitive data entry.
Key Learnings & Acheivement
- Low-code platforms like Joget streamline complex financial workflows by centralizing invoice data, improving approval accuracy, and reducing manual effort through SAP–Boomi integration, while clearly defined workflow rules help minimize errors and strengthen governance.
- The solution has been documented and maintained as a structured data library and reference framework, enabling other organizations to review, follow, and replicate the implementation approach—positioning it as a proven model that builds trust and encourages prospective companies to prefer and engage with us.
