Manual processing effort
Reported across filing and attorney invoice workflows.
Client case study
Streamlining UCC Filing Operations
Xalta connected UCC filing and attorney invoice processing with a consumer lender’s on-premises ERP. The automation standardised recurring tasks, supported state-specific filing steps and routed non-conforming transactions to staff for review.
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Results at a Glance
Reported results for the workflow described below.
Filing preparation
State-specific forms use a shared processing framework.
Processing turnaround
The source case reports faster, more consistent processing cycles.
Workflow components
Only the state-specific filing step needs local adaptation.
Client & project context
Client and Project Overview
The client is a consumer finance institution managing thousands of loans across an extensive operating footprint. Two recurring back-office responsibilities created substantial administrative work: filing UCC documents and processing invoices from external attorneys.
The on-premises ERP held the loan and financial records used by both workflows. Xalta connected the automation to that source, standardised the work and designed common components that could be reused across locations.
The challenge
Operational Challenges
Manual preparation and entry were repeated across a large loan portfolio and several external channels. The client needed consistent execution without losing state-specific requirements or business review.
Repeated Data Entry
Staff copied loan and invoice details into filing forms and finance records, increasing processing effort and the chance of mistakes.
State-Specific Filing Requirements
Filing steps differed across state portals, making a consistent operating process difficult to maintain.
Variable Attorney Invoice Inputs
Inconsistent invoice structures complicated line-level validation and account posting.
Limited Capacity for High Volumes
Routine preparation and transcription took time away from exceptions and other lending operations.
The solution
Solution Overview
A modular RPA framework connects the ERP with filing and attorney workflows, using shared data preparation and defined exception handling.
Bots retrieve the required records, apply predefined business rules and complete the supported portal and ERP steps. The state-specific filing action is separated from common processing logic so the wider framework can be reused.
ERP-Based Work Selection
Identify source records requiring the approved filing or termination action.
State-Specific Filing Execution
Prepare the required information and submit through the supported state portal workflow.
Attorney Invoice Validation
Retrieve invoices, check individual transactions and apply the agreed account-posting rules.
Exception and Status Tracking
Keep non-conforming records available for staff review and maintain processing status.
Human Review and Operational Control
The lending team owns the filing instruction and business rules. Staff review non-conforming invoice transactions and operational exceptions; automation executes the approved workflow.
How it works
Workflow and System Integration
The stages below show the implemented process from source information to output or review.
- 01
Select Source Records
Read the ERP records requiring an approved filing or termination action.
On-premises ERP - 02
Prepare Filing Information
Extract loan information and populate the required state-specific form fields.
Shared data and form components - 03
Submit the Filing
Run the supported submission steps in the relevant state portal.
State UCC portal - 04
Track Filing Status
Maintain the processing state so completed and outstanding work can be followed.
Status monitoring - 05
Validate Attorney Invoices
Retrieve portal invoices and check line items against business and account rules.
Attorney portal + validation rules - 06
Post and Route Exceptions
Post valid transactions to the ERP and send non-conforming items to staff.
ERP + review queue
Implementation
Implementation and Delivery
Delivery combined process standardisation, reusable components and controlled testing of state-portal interactions.
Standardise the Inputs
Xalta and the client worked with attorney firms on invoice structures before automating transaction handling.
Separate Common and State-Specific Logic
Shared components handle source extraction, preparation and status. The filing interaction is adapted for the supported state.
Validate and Prepare Operations
Synthetic datasets, controlled-batch user acceptance testing and staff walkthroughs supported rollout.
State Portal Testing
Dedicated test environments were unavailable for the state portals. The team used synthetic data and controlled-batch user acceptance testing.
Platforms, Technology and Architecture
Each component has a defined role in processing, validation, integration or review.
- Orchestration
Modular RPA framework
Coordinates filing and invoice processing across the supported systems.
- Source records
On-premises ERP
Provides the loan and financial records used by the workflows.
- Filing execution
State UCC portals
Receives the state-specific forms through supported portal steps.
- Invoice inputs
Attorney portals
Provides transaction records for validation and ERP posting.
- Oversight
Exception and status records
Makes failed or non-conforming items available for staff follow-up.
Results & business impact
Results and Business Impact
The case reports less manual work, fewer processing errors and more consistent turnaround across filing and attorney invoice processing.
| Workflow measure | Before | After | Reported result |
|---|---|---|---|
| Manual handling | Staff transcribed loan and invoice information into separate systems. | Bots retrieve source information and complete the supported entry steps. | ReducedManual processing effort |
| Filing preparation | Forms were prepared and submitted manually across states. | A reusable workflow prepares records and applies the relevant state-specific filing step. | ConsistentFiling preparation |
| Processing turnaround | High-volume tasks waited for repeated manual preparation and entry. | Standardised inputs and automated system steps reduce avoidable handling. | FasterProcessing turnaround |
| Extensibility | Repeated work required separate handling across operating locations. | Shared data extraction, form generation and status components support further rollout. | ReusableWorkflow components |
Consistent Execution
Standardised input structures and business rules reduce variation in filing and invoice handling.
A Reusable Foundation
Common workflow components can be extended to other rule-based lending and branch operations.
Related offerings
Related Solutions and Services
Explore the solution, supporting service and industry context for this workflow.
UCC Filing Automation
Coordinate filing requests, document preparation and status tracking.
Intelligent Process Automation Services
Build controlled workflows across finance systems and external portals.
Banking & Financial Services Automation
Improve repeated work in lending, payments and financial operations.
Discuss a Similar Requirement
Discuss the filing types, state portals and invoice workflows your team supports. We can identify a practical automation scope and the reviews it needs.
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