A Deep Dive into Managing Shared Inboxes Through Automation

Deep DiveIn the fast-paced realm of finance, where precision and speed are paramount, the management of shared inboxes poses a significant challenge for teams in the Office of the Chief Financial Officer. 

Despite the strides made in automating various financial processes, shared Accounts Payable (AP) and Accounts Receivable (AR) mailboxes have, until now, remained untouched by the transformative benefits of automation. 

Outdated systems, manual tasks, the deluge of emails, and the pressing concerns of security have collectively created a perfect storm for finance teams. The status quo needs to change.

It’s time to embrace the power of automation.

The Current Challenges of Managing Shared Inboxes

Why is the status quo unsustainable?

Managing shared inboxes presents a myriad of challenges for finance office teams that hinder their efficiency and productivity.


Outdated Shared Inboxes

Up until now, shared inboxes in the finance sector often rely on outdated systems and processes. These systems lack the sophistication and automation capabilities that have streamlined other areas of finance. This archaic approach contributes to inefficiencies and prevents teams from capitalizing on the full potential of modern technologies.

Manual Tasks

Finance teams tasked with managing shared inboxes find themselves burdened with manual responsibilities. This includes the laborious process of sifting through a deluge of emails, many containing crucial financial information. Responding to emails, tracking request statuses, locating specific documents, and managing tasks are all manual activities that consume valuable time and resources.

High Volume

High Volume of Emails

The finance office deals with a substantial volume of emails on a daily basis. These emails span a wide range of financial transactions, including invoices, payment notifications, and customer queries. The sheer volume of information is overwhelming, making it challenging for back-office teams to keep up with the pace.

This influx of emails often leads to delays in response times and increases the likelihood of messages being overlooked or lost in the shuffle.


Security Concerns

Ensuring data security and compliance with industry regulations is of utmost concern in the finance back office. Managing shared inboxes adds a layer of complexity to this challenge.

The manual handling of sensitive financial information within shared inboxes increases the risk of data breaches and regulatory non-compliance. Meticulous attention and careful handling of information are imperative, placing an additional burden on finance professionals.

The Role of Automation in Managing Shared Inboxes

To manage shared inboxes effectively, the finance office needs to turn to automation. The integration of automation tools is a key step in revamping legacy approaches. 

By leveraging AI, email processing and management become more accurate and efficient. Through the implementation of automated workflows, emails are intelligently routed to the appropriate team members or departments based on predefined rules and criteria.

AI algorithms have the ability to analyze the content of emails, understand the context, and make intelligent decisions about how each email should be handled. This reduces the risk of errors associated with manual sorting and enhances the overall performance of shared inbox management.

Not only does automation improve the accuracy of responses and actions but it also enhances the overall performance of finance office teams by allowing them to focus on more strategic and complex tasks.

Additionally, automation helps reduce fraud and mitigate risk by validating the senders' domain, verifying data sources, checking metadata protocols, and other reviewing other factors to confirm the emails and attachments are legitimate.

Efficient shared inbox management has a profound impact on the productivity and functionality of the finance back office. As finance teams grow, the volume of emails and tasks is likely to increase. With automation, your teams will be ready for seamless scalability.


Embrace the Power of Auditoria SmartBots

Auditoria.AI's automation solutions bring a transformative edge to the process of managing shared inboxes within the finance back office. 

Auditoria's software is purpose-built to cater to the specific needs of the finance office team, offering a comprehensive suite of tools that significantly enhance efficiency, accuracy, and overall operational effectiveness. Auditoria SmartBots act as “Junior Accountants” that engage with systems of record, shared inboxes, and key stakeholders to execute tasks that remove friction and increase productivity.

With Auditoria’s AR Helpdesk solution, SmartBots are deployed to monitor shared AR inboxes and respond conversationally to inquiries and requests. Available 24/7, SmartBots process email content, using NLP to understand finance-specific intent, emailing authorized customers securely while protecting sensitive accounting information. 

Auditoria’s AP Helpdesk increases speed, accuracy, and efficiency in the finance office using AI-enabled SmartBots to automate redundant and manual monitoring and responding to requests in the shared AP email box. With AP Helpdesk, SmartBots respond within minutes to inbox requests, reviewing hundreds, even thousands of emails to help organizations meet Service Level Agreements (SLAs), quickly and efficiently, and improve vendor serviceability. 

With Auditoria as a cornerstone in shared inbox management, finance teams have the ability to confidently pave the way for enduring success and innovation in the dynamic world of finance.