Client
Challenge
The client faced significant were generated insurance certificates for all sales orders, ensuring compliance with good delivery, which was an important process for the client but contributed to significant inefficiencies in working and resource hours due to manual stages in the process. The Dynamics 365 Business Central ERP would need to be manually queried by employees, a process that was not only time-consuming but also risked misreporting due to human error. After extracting the data, the employees used to manually input this into the Chubb website to generate the certificates of insurance. This time-consuming and error-prone method can lead to inaccuracies that jeopardize the accuracy of critical documentation.
Once the certificates were generated, that same group of employees was responsible for downloading and then uploading the files to the appropriate sales invoices in Dynamics 365 Business Central. This added step made it more likely that documents would be lost or incorrectly linked, so it was difficult — near impossible, in some circumstances — to track and verify critical, ongoing records. This overall manual process led to documentation discrepancies, and delays, putting them at risk of the regulatory compliance and potentially affecting the timely delivery of goods.
These made inefficiencies that took precious time and resources which could not be scaled as transaction volumes grew big. Furthermore, the process being manual-intensive diverted employees from strategy and value activities, eventually impairing the client’s operating performance and productivity. These problems required a solution that could automate and streamline the process for scalability.
Key Challenges:
Time-Intensive Manual Data Entry: Employees had to spend numerous hours pulling together and inputting information.
Process Errors: Manuals of contracts led to error-prone documentation.
Scalability Issue: The sheer number of transactions rendered the process untenable.
Increased Risk of Non-Compliance : Manual processes are highly susceptible to non-compliance.
This creates time and resource wasting inefficiencies. The lengthy process also was a barrier to scalability and took time away from strategic activity, impacting the client’s efficiency in its end-to-end operations.
Solution
We created a efficient RPA solution through Power Automate RPA to resolve the time-consuming process of generating the insurance certificate for the client. This solution was a perfect combination of the client’s ERP system and a 3rd Party Platform to create Insurance certificates to obtain speed, accuracy, & efficiency of operations.
Data was extracted from the ERP system for the automated workflow. Using Power Automate RPA, an automation bot brought inovice details and particular insurance requirements from the system. This removed manual data entry, keeping all the information accurate and consistent and saving time.
After extracting the data, the bot logged into the third-party insurance certificate genrating platform and populated all the necessary details to generate the certificates. This complete automated process ensured uniformity across all certificates and greatly reduced the time taken to create them, which used to be a slow and error-prone process.
It then downloaded the certificate, and attached it to the respective Sales invoice in the ERP system. Tags that integrated with the blockchain made sure every bit of documentation was linked to the relevant transaction so that operational auditors could easily access it.
For further transparency, they made the bot send a notification to the stakeholders whenever the certificates were generated and attached. Thus informative notifications ensured that relevant members of the team were aware of the process status, which in turn facilitated proactive monitoring and timely issue resolution as needed.
To overcome these inefficiencies, the client implemented Power Automate RPA Implementation Services, automating the entire insurance certificate workflow.
Key Features of the Automated Solution:
Automated Data Extraction from ERP
- The RPA bot autonomously retrieves invoice details and insurance requirements from Dynamics 365 Business Central.
- Eliminates human errors and ensures data consistency.
Seamless Certificate Generation
- The bot logs into the third-party platform and automatically inputs required details.
- Generates insurance certificates with speed and accuracy.
Automatic Certificate Uploading & Linking
- The bot downloads and attaches certificates to corresponding sales invoices in the ERP system.
- Ensures easy document tracking and compliance verification.
Real-Time Notifications & Tracking
- Automated alerts notify stakeholders once certificates are generated and uploaded.
- Improves process transparency and reduces operational delays.
Result
The automation of the insurance certificate process delivered exceptional improvements, transforming an inefficient and error-prone workflow into a streamlined, scalable operation.
Business Impact
The adoption of Power Automate RPA Implementation Services streamlined operations, reduced costs, and improved compliance adherence.
Metric | Before Automation | After Automation | Improvement |
Monthly Manual Effort | 150+ hours | 25 hours | 83% Reduction |
Certificate Attachment Accuracy | ~85% | 100% | Error-Free Process |
Processing Time per Certificate | 10+ minutes | <2 minutes | 80% Faster |
Compliance with Documentation | Inconsistent | Fully Compliant | Complete Adherence |
Scalability | Restricted | Dynamic | Unrestricted Growth |
- Dynamics 365 Business Central
- Power Automate Cloud
- Power Autoamte Desktop
- Dynamics ERP
- Chubb Insurence portal