Customer Info

Customer
Fortune 100 Global Insurance Company (Present in 50+ Countries)
Country
Industry
Insurance

Partner Info

Partner
Mokxa Technologies
A Fortune 100 Insurer Saved $59K and Cut Paper Usage by 60% After Automating Its Approval Process

A Fortune 100 global insurance company was routing purchase orders and insurance documents via email as PDF attachments for manual review and physical signature. The process was slow, lacked auditability, and was generating significant storage and compliance costs. Mokxa Technologies built an Automated Order Approval System on Joget that reads incoming emails, parses PDF attachments for transaction details, intelligently routes them by business rules, and applies pre-recorded digital signatures. The system achieved a 60% reduction in paper usage, a 45% increase in approval velocity, and projected savings of over $59,000 in man-hours.

Challenges CHALLENGES

Email PDFs, Manual Signatures

  • Needed to improve the quality, accuracy, and traceability of documents and approval statuses

  • Had to relied on manual processes for document routing, escalations, and approvals

  • Purchase orders and insurance documents were sent and routed via email as PDF attachments for review, paper documents were manually sent for approvers to sign

  • The business flow was time-consuming, labor-intensive, and lacked auditability for approved/rejected documents

  • Storage of physical documents became a problem with increased storage costs and the need to comply with government regulations

"A 60% reduction in paper usage and a 45% increase in approval velocity; projected to save approximately $59,000 in man-hours while freeing the team for higher-value work."

Solutions SOLUTIONS

Automated Email-Based Approvals

An Automated Order Approval System was built on the Joget platform to automate and digitalize the approval processes and eliminate the need for manual effort on email responses.

The system utilized a combination of features such as alerts, digital signatures, PDF reader and writer plugins to create a seamless process, significantly reduced the turnaround time for order approvals and increased the accuracy and transparency of the workflows.

Results RESULTS

60% Less Paper, $59K Saved

60%

Paper reduction

45%

Increased velocity

$59K+

Savings equivalent in man-hours

Achieved 60% reduction in paper usage and 45% increase in the velocity of document approval process, projected to save approximately $59K equivalent in man-hours

This has led to a more environmentally friendly and sustainable approach while freeing up valuable resources and reducing the time it takes to complete approvals

Utilized POP3 protocol to read emails with approval requests and predetermined document formats

Implemented PDF reader to parse data such as approver, document ID and transaction amount from PDF attachments, and intelligent validation and routing based on business rules for approval

Enabled pre-determined email responses to indicate request approval or rejection, and added pre-recorded digital signatures of the approvers to the documents in cases where the approval is being sent back to the requester

Provided the capability for approvers to approve or reject invoice orders via automated emails, without logging in to the application interface

This feature further streamlined the approval process, reducing the amount of manual effort required

Share
Previous Siemens Healthineers Standardised Its Project Bidding Process Across 70 Countries
Next Allied Benefit Systems Onboarded 2,000+ Groups in 6 Weeks and Improved Productivity by 50%

More Customer Stories

Leading Oil Palm Plantation Conglomerate, Southeast Asia | Agriculture |

A Palm Oil Conglomerate Digitised Field Operations Across 130 Estates Using Mobile and Bluetooth Technology
Managing 130 oil palm estates spread across remote locations in Southeast Asia was a logistical challenge. Daily task assignments, mill…
Read

Multi-award-winning financial services company, Riyadh, Saudi Arabia | Capital Market | Saudi Arabia

A Saudi Capital Market Firm Cut Operational Costs by 70% by Automating Its Power of Attorney Process
For a regulated financial services company in Riyadh, processing Power of Attorney applications meant navigating manual approvals, paper-heavy retail branches,…
Read

Siemens Healthineers | Healthcare |

Siemens Healthineers Standardised Its Project Bidding Process Across 70 Countries
Siemens Healthineers, a global medical technology leader operating in over 70 countries, needed a consistent and transparent way to manage…
Read
Previous Siemens Healthineers Standardised Its Project Bidding Process Across 70 Countries
Next Allied Benefit Systems Onboarded 2,000+ Groups in 6 Weeks and Improved Productivity by 50%