Industry: HEALTHCARE
Department: FINANCE
Process: GST RECONCILIATION
~379
hours saved monthly
98.6%
reduction in processing time
100%
accuracy achieved
The Client
Max Healthcare is one of India’s leading healthcare service providers, operating multiple branches/units nationwide. The organisation handles a substantial volume of GST transactions monthly, requiring meticulous reconciliation processes to ensure compliance with GST regulations and maintain accurate financial records across all healthcare facilities.
The Challenge
GST reconciliation is a critical compliance requirement for healthcare organizations in India, mandating accurate matching of purchase transactions with government records. Max Healthcare processed 200,000 GST transactions monthly across 23 healthcare units using a completely manual approach. Two full-time employees spent an entire month each cycle extracting data, cleaning it, uploading to government portals, and sending reports to finance teams and vendors.
Challenges faced
- Slow processing: 1 whole month needed to complete reconciliation with 2 employees
- Multiple systems: Data had to move between 3 different software systems manually
- Manual work: All data cleaning and formatting done by hand
- Limited capacity: Could not handle more transactions without hiring more staff
- Human errors: Mistakes in data entry and calculations
- Resource waste: Skilled employees doing repetitive data entry work
The Solution
RPATech built one smart software robot that took over the entire GST reconciliation process. The robot works like a digital employee, automatically moving data between systems and completing all the manual work that previously required two people for a month.
Key aspects of the solution
- Data Extraction & Scrubbing
- Automated data extraction from their main accounting software
- Intelligent document reading using OCR technology to extract data from financial reports
- Automatic data validation using predefined business rules to check for errors and inconsistencies
- Format conversion to transform raw data into the format required by the IRP portal
- Portal Upload Management
- Organised file handling: Automatically saves cleaned data to designated shared drive folders
- Government portal interaction: Logs into IRP Portal, navigates to upload sections, and submits files
- Reconciliation Processing
- Data retrieval: Automatically downloads processed tax data back from the IRP portal once government systems complete their processing
- Intelligent comparison: Matches uploaded data against downloaded results to find mismatches
- Report generation: Creates detailed reconciliation summaries showing what matches, what doesn’t, and why
- Communication & Distribution
- Automated reporting: Sends reconciliation reports to finance teams and vendors
- Exception alerts: Highlights mismatches and discrepancies that need attention
Results
KPI | Pre-Automation | Post-Automation |
Processing Time per Unit | 1 month for all 23 units | 13-14 minutes per unit |
Human Resources Required | 2 full-time employees | 1 attended bot |
Monthly Processing Volume | 200,000 transactions | 200,000 transactions |
Total Monthly Hours | 384 hours (2 employees × 192 hours) | 5.4 hours (23 units × 14 minutes) |
Accuracy Rate | Manual error-prone process | 100% accuracy in execution |
Scalability | Limited by human capacity | Easily scalable across units |
The Outcomes
- 379 hours saved monthly – Dramatic reduction from 384 to 5.4 hours
- 98.6% reduction in processing time – From 1 month to 13-14 minutes per unit
- Enhanced accuracy – Elimination of manual errors through automated validation
- Improved compliance – Consistent application of GST reconciliation rules
- Scalable solution – Capable of handling increased transaction volumes
