Adjoin, a social and human services organisation operating across four California regional centres, was spending dozens of staff hours each month manually entering billing data into four separate state e-billing portals. BitCot replaced the entire manual process with a two-flow Microsoft Power Automate solution that parses billing reports, applies complex business logic, and submits verified hours across SDRC, CVRC, RCOC, and VMRC with zero human involvement on submission day.

Our Purpose

  • Eliminate manual billing data entry across four regional state portals for a California human services organisation
  • Encode five complex billing business rules, including quarter-hour rounding and authorised hours caps, into deterministic automation logic
  • Build a full audit trail with timestamped screenshots and per-record error logs to meet compliance and troubleshooting requirements
  • Deliver a scheduled, unattended solution that runs each billing cycle without any staff initiation

How We Delivered

  • Architected two sequenced Power Automate flows  one for data parsing and calculated file generation, one for portal login and record entry linked through a structured folder pipeline
  • Built custom row-by-row aggregation logic to sum multi-staff hours per client per day, working around Power Automate Desktop’s native row-selection limitations
  • Implemented dynamic scroll-and-wait handling so the automation reliably captures full consumer invoice lists in portals with lazy-loaded record rendering

Game-Changing Features

  • Two-flow separation of data preparation and portal entry each flow independently testable, rerunnable, and auditable
  • Five business rules encoded in automation: staff hour aggregation, quarter-hour round-up, authorised hours cap check, service provider mapping, and region-based credential assignment
  • Nine-folder file pipeline tracking every report through Raw → Data Processed → Complete stages, with a separate quarantine path for error records

Values Achieved

  • 100% of manual portal data entry has been eliminated across all four regional billing systems
  • Zero transcription errors; all submitted data was sourced directly from the structured billing report
  • Billing cycle runs on schedule automatically each month, with no staff action required to initiate
  • Full per-record error log with developer-readable messages cuts troubleshooting time when exceptions occur

From raw billing report to confirmed portal submission across four regional systems fully automated

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Formatting of Excel data

login-to-the-e-billing-portal

Automatic login to the e-billing portal

filtering of records based on Excel data

Automatic filtering of records based on Excel data

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Filling data into the portal form from Excel

Project Goal — Fully Automated Monthly Billing Across Four California Regional Portals

Adjoin’s billing team was exposed every month to transcription errors, missed consumer entries, and rejected claims, the direct consequence of manual data entry into four disconnected portals. The goal was to build a fully automated RPA solution that would remove human involvement from portal submission entirely: reading data from the source, applying every business rule the billing team applied mentally, and entering verified hours without a staff member touching a keyboard. BitCot engineered that solution using Microsoft Power Automate Desktop and Cloud flows, delivering a production-ready system in 25 business days.

Automate My Billing Workflow

The Challenge — Four Portals, Four Credential Sets, and a Month of Manual Data Entry

Adjoin serves clients across SDRC, CVRC, RCOC, and VMRC four separate regional centres, each with its own California state e-billing portal. Every billing cycle, staff downloaded Excel reports, extracted per-client hours, logged into each portal individually, and typed figures into calendar-based invoice entries. The process was fragile: a wrong consumer match, a missed entry, or an incorrect hours figure could trigger claim rejections and delay funding for vulnerable clients. Adjoin needed to eliminate this exposure completely.

👏🏽The Solution — Two-Flow RPA Architecture with Full Error Handling

BitCot designed the automation as two distinct, sequenced flows. Flow 01 reads the billing report, aggregates staff hours per client per day using a custom current-row/next-row algorithm, applies quarter-hour rounding, checks authorised billing caps, resolves each service entry to its provider number and region via a mapping sheet, and writes a clean Calculated File. Flow 02 picks up that file, opens the correct regional portal with the right credentials, navigates to each consumer's invoice entry, enters verified hours, and captures a screenshot before confirming. Every error is individually classified, quarantined, and logged with developer-readable context.

The Outcome

The automation removed Adjoin’s most time-intensive recurring administrative burden, monthly billing data entry, and replaced it with a reliable, scheduled system that needs no staff involvement. Every submission is now backed by a timestamped screenshot and a structured error log, giving the billing team more visibility into the process than the manual workflow ever provided.

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100% MANUAL ENTRY ELIMINATED

ZERO TRANSCRIPTION ERRORS

25-DAY DELIVERY

3× RETRY RESILIENCE ON EVERY ACTION

Tech Stack

Technologies and platforms used to deliver this solution

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Microsoft-Excel
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