An Automated Payment Reconciliation and Reimbursement Solution

Government:

City of San Diego

Category:

Payments / Lending, Process Improvement, Digitization, Workflow

Budget:

Budget Not Determined Yet

Procurement Method:

Other
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Application Period:

October 16, 2019 - November 20, 2019

Q&A Period:

October 16, 2019 - November 6, 2019

Challenge

The Economic Development Department is seeking a viable and effective solution to reduce payment reconciliation and reimbursement process for our fiscal operation team.

Background

EDD desires the capability to more efficiently and expeditiously review and ensure that organizations (i.e. vendors) contracted by City EDD under the Business Improvement District (BID), Community Parking District (CPD), Tourist Marketing District (TMD), Maintenance Assessment District (MAD) and/or Small Business Enhancement Program (SBEP) programs are expending funds in accordance with the vendor’s defined scope of work (executed agreement). At this time, staff spends numerous hours manually reviewing supporting documents (e.g. checks, invoices and bank statements) as necessary to complete the City’s payment reconciliation and reimbursement process. An integral part of this process involves staff review for late fees and/or missing documents, which can often deem the PDF file submission incomplete, thereby resulting in additional staff time conducting secondary reviews. The current process is therefore not efficient, accurate, and requires an inordinate amount of staff time. Creating a program that allows staff to automatically scan and analyzes checks, invoices, bank statements, as well as scans and analyzes for check numbers, late fees and incomplete submissions, would help reduce staff hours currently spent manually reviewing numerous submissions without comprising the integrity of the review processes. 

Requirements & Outcome

Economic Development Department seeks a solution that would have the following outcomes: 

  • Using computer vision and natural language to review and reconcile invoice reimbursement requests in PDF format against the supporting documentation submitted (e.g. checks, debit card statements, recipients name and dollar amounts).   
  • Capability to automatically reconcile invoices against the budget allocation and line items.  
  • Ability to detect late fee charges in a billing statement and flag the discrepancy by identifying the bill statement name and page number. 
  • Incorporate the automated reconciliation and reimbursement solution into the existing business process and workflow.