Scania Finance Polska
An RPA robot that reads lease assignment agreements from PDFs and creates the transactions in the front-office system — running around the clock with zero data-entry errors.
Scania Finance Polska is part of the global TRATON group, offering financial solutions tailored to the needs of its clients — primarily focused on the transport and logistics sector. The company enables its customers to purchase and operate Scania vehicles and related equipment.
The problem to solve
When introducing changes to the lease assignment creation process in the front-office system, Scania Finance Polska sought a solution to execute it as efficiently as possible and make proper use of all available resources. They needed to free employees from repetitive data entry so they could focus their knowledge and skills on more specialized client-facing activities. The process was not only time-consuming but also highly susceptible to human errors, which could lead to significant delays in processing assignments and ultimately to a deterioration in customer service levels.
What we automated
Automa Services developed an RPA robot that handles the full lease assignment workflow — from document monitoring to transaction creation in the front-office system.
Monitor & extract
The robot watches a network folder for new PDF forms containing lease assignment information and automatically reads the data contained within them.
Verify
Extracted information is verified against the lease management system before any transaction is created — eliminating the risk of errors.
Create transactions
The robot creates assignment transactions in the front-office system: customer creation, schedule data entry, status transfers and user notifications.
Impact of the deployment
Scania Finance Polska positively evaluates the effectiveness of the automated process. The RPA implementation both reduced the time required to create assignment transactions and increased employee satisfaction by eliminating repetitive, error-prone data entry. The company has taken an important step toward automating its business processes, contributing to a significant improvement in the quality of services offered to customers.
How we deliver automation
Process analysis
The first step was a thorough understanding of the current lease assignment creation process at Scania Finance Polska. Together with the client's dedicated team, we analyzed the entire business process and the tools used to execute it.
Pricing
Following the joint analysis, we presented Scania Finance Polska with a project quotation covering the costs of designing, building and implementing the RPA robot.
Robot development
After accepting the offer, we began constructing the robot. We implemented individual components: network folder monitoring for new PDF forms, data extraction, verification in the lease management system and creation of assignment transactions in the sales system.
Testing phase
We conducted a series of tests in a controlled environment to ensure the robot operates correctly and meets all of Scania Finance Polska's requirements.
Launch & support
After completing testing and optimization, the robot was deployed to the production environment. We provided ongoing technical support to monitor robot performance and quickly resolve any issues.
The business need
When introducing changes to the lease assignment creation process in the front-office system, Scania Finance Polska sought a solution to execute it as efficiently as possible and make proper use of all available resources. They needed to free employees from repetitive data entry so they could focus their knowledge and skills on more specialized, client-facing activities.
The process involved reading data from PDF documents, verifying it against data in the lease management system, and then creating assignment transactions in the front-office system. Due to the large volume of data, the process was not only time-consuming but also highly susceptible to human errors, which could lead to significant delays in processing assignments and ultimately to a deterioration in customer service levels.
Our solution
We received a request from Scania Finance Polska to create an IT solution that would automate the process of creating lease assignment transactions. To solve this problem, we built an RPA robot programmed to carry out the following tasks:
- monitoring a network folder for new PDF forms containing lease assignment information
- automatically reading the data contained in the PDFs
- verifying the information against data in the lease management system
- creating assignment transactions in the front-office system: customer creation, schedule data entry, status transfers, and user notifications
The process is now fully automated, eliminating the possibility of human errors and significantly speeding up the time needed to process lease assignments.
Summary
At Scania Finance Polska, the lease assignment creation process was identified as an area that could significantly benefit from automation. Manual data entry from PDF forms into IT systems was time-consuming and prone to human error. By applying Robotic Process Automation (RPA) technology, it was possible to substantially automate this process.
The RPA robot we built monitors a network folder, reads data from incoming PDF forms, verifies it in the lease management system, and then creates assignment transactions in the front-office system. This deployment not only reduced the time needed to create assignments but also minimized errors, increasing the reliability and efficiency of the process.
Scania Finance Polska is very pleased with the project results, enabling its employees to focus on more demanding tasks while simultaneously improving customer service quality in the area of lease agreements. This automation represents an important step toward full digitization of business processes in the company, translating into better competitiveness and customer satisfaction.
"In seeking to increase the efficiency of processes in our company, we recognized great potential in automating time-consuming and repetitive actions. The result of our cooperation with Automa Services is the automation of about thirty processes in our organization. The projects implementing RPA are conducted at a high level and have brought, are bringing (automations in progress), and we believe will continue to bring (plans for further implementations) tangible benefits for Scania Finance Polska. Automa is a trustworthy partner whom we can confidently entrust with the automation of processes in the company."
— Krzysztofa Kaca, Operations Director, Scania Finance Polska