top of page

Implementation of Robotic Process Automation at dormakaba Poland

dorma kaba.png

Industry: Production / Security / Access control

Process: Processing of direct deliveries

Effectiveness (percentage of automatically processed cases): 90%


Dormakaba Polska, as an integral part of the international dormakaba concern, provides innovative and advanced solutions in the field of access and security technologies. It specializes in a wide range of products and services, including locking systems, access control and advanced electronic security technologies. Thanks to its extensive experience and extensive technical knowledge, the company offers productswhich are not only reliable, but also adapted to the individual needs and challenges of the modern market. Dormakaba Polska is known for striving for excellenceuniqueness, which is visible in the innovation of its products,

as well as in the constant search for new, more effective ways to improve safety and comfortdy of their clients. 

Operating in a dynamically changing business environment, this company focuses on creating solutions that not only meet current market needs, but are also future-proof.


At dormakaba Poland, the direct delivery process was characterized by manual preparation of a purchase order based on a sales order, which was then sent to a central warehouse located in another European Union country, and after sending, receipt was confirmed to customers. Additionally, the process required checking the status of shipments on the websites of forwarding companies and creating a purchase and sales order after receiving the goods by the customer, which made the whole thing was linear, monotonous and susceptible to human mistakes.


In response to operational challenges at dormakaba Poland, we have implemented a comprehensive RPA automation system, consisting of four specialized modules

  • Purchase order automation module 

The programmed robot automatically identifies and processes Sales Orders that are assigned to the virtual warehouse in the ERP system. He then creates Purchase Orders by precisely filling out all required fields in the system. The entire process is finalized by confirming the shipment of the order via a dedicated IT system. 

  • Order verification and confirmation module 

The robot monitors the statuses of Purchase and Sales Orders, verifies delivery dates and updates the data in Sales Orders based on them. After updating the data, the robot automatically generates Confirmations and sends them to customers and their sales representatives, thus increasing the efficiency of communication and reducing the waiting time for confirmation. 

  • Module for automating the recording of intercompany invoices

This module has been considereddesigned to aautomatically process import invoices that arrive by e-mail from specific addresses. The robot scans the Outlook folder, identifies new invoices and automatically saves them, streamlining the accounting documentation management process. 

  • Delivery checking and processing module 

This advanced module supports processes from reading Intercompany invoices, through verifying delivery methods and checking delivery statuses on the websites of forwarding companies, to processing the acceptance and issuance of orders in the ERP system. The robot performs comprehensive data analysis, identifying possible discrepancies, which allows for quick reaction and possible corrections. After confirming the delivery, the robot sorts the data by delivery date and processes invoices in accordance with specific procedures. 

Together, these four modules create a coherent and efficient system that significantly improves the Direct Deliveries process at dormakaba Polska.


The result of implementing the RPA automation system in the Direct deliveries process at dormakaba Poland was multidimensional and had a significant impact on the company's operational efficiency:

Increased operational efficiency

Automation of processes that were previously performed manually contributed to a significant acceleration of the entire order cycle. RPA robots have effectively taken over tasks such as generating purchase orders and sending confirmationsorder core or verification of direct delivery dates to customers from the central warehouse, which shortened processing time and increased overall productivity. 

Reduction of human mistakes

The transition from manual processing to an automated process has significantly reduced the likelihood of human mistakes. The precise performance of tasks by RPA robots has ensured greater accuracy in data processing, which is crucial in order management.

Improving time and resource management

Automation of monotonous and time-consuming tasks allowed dormakaba Polska employees to focus on more strategic and valuable aspects of their work. Reducing the burden of operational tasks contributed to better use of human resources and improved overall work efficiency. 

Better control and monitoring of the process

SysThis automation provided better visibility and control over the delivery process. Generating reports by RPA robots allowed for quick identification and addressing of any issues or inconsistencies, which increased transparency and enabled more effective process management. 

Increased customer satisfaction

Faster and more precise order processing orawith improved communication with customers thanks to automatic confirmation of orders and sendingupdates, contributed to increased customer satisfaction. Better service quality and shorter response time to customer needs constituted significant added value. 

In conclusion, the implementation of the RPA automation system at dormakaba Poland has brought significant benefits both operationally and strategically, enabling the company to better manage its Direct Delivery process and improve overall business efficiency.

ludzie pracujący
  • The robot even works during the night hours, which significantly speeds up ordering processes

  • Acceleration of data processing

  • Processing efficiency of 90%, which means that the robot leaves 10% for manual entry


stages of implementation RPA
01process analysis.png

The first step was to thoroughly understand and analyze the current Direct Delivery process. The team analyzed every stage of the process - from generating Purchase Orders, through verifying confirmed delivery dates, to controlling the physical flow of goods. Particular attention was paid to identifying areas that can be automated and challenges that may arise during RPA implementation.


Based on a detailed analysis, a project valuation was developed taking into account the costs related to the design, programming and implementation of the RPA robot. This valuation also took into account the expected project implementation time and the estimated benefits resulting from automation.


After approving the quote, we started the design and construction phase of the RPA robot. The team focused on creating algorithms that would allow for effective order processing, verification of delivery statuses and printing of documents. The robot was programmed to interact with the ERP system and external websites of shipping companies to automatically process the required operations.


After building the robot, we conducted a series of tests in a controlled environment to ensure that the robot worked as intended and did not introduce any disruptions to the system. The tests included various scenarios and conditions to ensure the robot was able to handle the variety of situations that could arise in the delivery process.


After successful tests, the robot was launched in a production environment. The team provided technical support to monitor the robot's performance and quickly resolve any issues that arose. In addition, dormakaba Polska employees received training in how to interact with the new system so that they could effectively use the new automation tools.

The project of implementing the RPA automation system at dormakaba Poland revolutionized the Direct deliveries process. Before implementation, this process was time-consuming and prone to human error, involving manual processing and verification of orders and printing invoices. The implementation of RPA has brought a number ofbenefits such as increasing efficiency, optimizing employee work, improving process control, increasing customer satisfaction. 

To sum up, the RPA automation project at dormakaba Poland proved that the use of modern technologies can significantly contribute to the optimization of business processes.This implementation not only improved operational efficiency, but also had a positive impact on the quality of customer service, which is key in the company's desire to be a leader in the access and security technology industry.


 "The RPA automation project in the field of Direct Deliveries was multidimensional and was intended to significantly optimize the work of logistics, customer service and accounting departments. Thanks to the implemented solutions, we have dramatically reduced the time consumption of all processes and moved their efficiency to a higher level. The implemented robots took over the management of repetitive tasks, giving our company's employees the opportunity to concentrate on non-standard issues and other development works. The cooperation with Automa Services was exemplary at every stage of the robot's creation - from the business development of our needs to the quick correction of comments already in the testing phase. The entire RPA implementation process was carried out effectively, making Automa Services a dormakaba partner today and in the future."

Łucja Kroczek

Operational manager

 dormakaba Poland Sp. z o.o

Does streamlining processes in your company sound like a challenge?

Start your changes with a free consultation and let's develop effective strategies for your business together!

bottom of page