Design and Implementation of RPA for Financial Audit and Notification Automation

Abstract

This study deals with the inefficiencies found in manual financial audit and payment notification processes at educational institutions, where the administrative staff have to manually reconcile outstanding payment and overdue unpaid records from multiple systems. These activities are repetitive, time-consuming and prone to human error resulting in delayed payment reminders and increased operational workload. To address this limitation, this study proposes a non-invasive audit-to-action RPA workflow that combines rule-based financial reconciliation, dynamic parent-contact synchronization from Google Sheets, and a hierarchical WhatsApp notification mechanism into a coordinated cross-platform process without modifying the institution's existing information systems. Unlike conventional RPA implementations that automate isolated administrative tasks, the proposed workflow enables validated audit outcomes to directly trigger operational actions without modifying the institution's existing information systems. A case study was conducted at XYZ School which involved 898 student payment records. The results show that the proposed workflow reduced from 1,897 minutes to 387 minutes, achieving approximately a 4.9-fold improvement over the manual process. Moreover, the recurring direct operational cost was reduced by approximately 46-fold, while the system reached 100% validation accuracy during User Acceptance Testing and a 93.0% notification delivery success rate in real operational conditions. The findings demonstrate that the proposed audit-to-action workflow provides a reusable and non-invasive approach for coordinating financial validation and automated follow-up across existing educational systems.