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It handles the entire monthly billing cycle end-to-end – reading staff timesheet data from Excel, calculating hours per consumer per day, mapping each service to the correct regional provider code, and submitting the data directly into the state e-billing portals (SDRC, CVRC, RCOC, VMRC, etc.) – without any manual data entry.

The solution supports all California DDS regional portals: Each portal has its own URL and credentials, and the bot selects the correct one automatically based on the consumer’s region.

It reads the billing report alongside a service-provider mapping sheet. For each consumer, it aggregates total staff hours per day, rounds to the nearest quarter-hour as required by billing rules, checks against the authorised hours cap, and resolves the correct service code, sub-code, and provider number – all before touching the portal.

Every record processed through the system is version-controlled. When an authorisation is updated, cancelled, or amended, the previous state is preserved with a timestamp. This creates a complete, immutable change history that satisfies audit requirements without any manual record-keeping.

The solution runs on Microsoft Power Platform – specifically Power Automate Desktop for the RPA flows, Power Automate Cloud for scheduling and email triggers, AI Builder for document extraction, Dataverse for structured data storage, SharePoint for file archiving, and Power Apps for the dashboard. The recommended licence is the Microsoft per-user RPA plan at $20/month, which covers attended automation and 5,000 AI Builder credits.

Every action in the automation has a built-in 3× retry mechanism. If a step fails due to a network glitch, portal timeout, or temporary unavailability, the bot retries up to three times before logging it as a failure. Errors are captured with a custom message, written to a dedicated log file, and reported by email – so staff are notified without needing to watch the system.

The Power Automate flow monitors the designated inbox for incoming emails matching the expected pattern, downloads the PDF attachments, and unlocks them programmatically – no staff involvement required. AI Builder then extracts all structured fields: invoice numbers, vendor details, client IDs, service dates, and line-item breakdowns, writing them directly to Dataverse.

Yes. The Power Apps dashboard gives authorised staff a real-time view of all submitted records, filterable by consumer, service date, region, or authorisation status. Every record links directly to its original source file in SharePoint, so retrieving the original document for an audit or dispute is a single click.

Based on the Adjoin engagement, the full solution – data mapping, hour calculation logic, exception handling, portal automation, scheduled triggering, SMTP notifications, and deployment – was delivered in 45 business days. Providers with similar billing structures and the same regional portals can be onboarded faster since the core automation is already built and tested.

Yes. Adding new service mappings, consumer name mappings, or regional portal credentials is a configuration change, not a rebuild. The same architecture also supports expansion into authorisation management, accounts receivable, and billing reconciliation workflows using the same extracted data as the source of truth – meaning the investment scales as the organisation grows.